From import to inbox — InvoiceHeat gives your team a complete collections workflow built for speed, clarity, and professionalism.
Universal AR Import
Upload an A/R Aging report from any accounting software — QuickBooks, Xero, FreshBooks, Sage, NetSuite, or a plain spreadsheet. Our AI parser reads the document, extracts every invoice, maps aging buckets, and identifies customers automatically. Preview the parsed data before confirming.
How it works: QuickBooks reports are parsed instantly with our built-in engine. Reports from other software are processed by our on-device AI — your data never leaves your infrastructure.
| Invoice # | Customer | Amount | Due Date | Bucket |
|---|---|---|---|---|
| INV-1084 | Willow Creek Events | $3,650.00 | Jan 15, 2026 | 61-90 |
| INV-1091 | Summit Ridge Academy | $2,140.00 | Feb 02, 2026 | 31-60 |
| INV-1097 | Beacon Wholesale Inc. | $985.00 | Feb 18, 2026 | 1-30 |
| INV-1103 | Harbor View PTA | $2,860.00 | Mar 01, 2026 | Current |
Heat Score Engine
Heat scores rank your customers by collection urgency. You define the rules — aging thresholds, balance amounts, invoice counts, customer types — and assign weights. InvoiceHeat stacks them up into a single score per customer. High heat means high priority. Scores refresh automatically when you import new data or update rules.
Heat Queue
The Heat Queue is a prioritized worklist — your hottest accounts at the top, ready to work. Each entry shows the customer name, heat score, total balance, worst aging bucket, and which rules tripped. Click through to see full account details, aging breakdown, invoice list, and activity history. Assign collectors to accounts and filter the queue by team member.
Collection Emails
InvoiceHeat generates collection emails in four tiers — each designed to be firm without being adversarial. The tier is auto-selected based on how overdue the account is. Every email includes a personalized greeting, account summary, and detailed invoice breakdown. Templates are fully customizable — edit the copy to match your voice.
For accounts just past due. A friendly heads-up with invoice details.
A follow-up with more context. Asks about blockers.
Acknowledges the situation. Offers payment plans.
Direct but still professional. Requests contact this week.
Dashboard & Analytics
The dashboard shows total outstanding, aging distribution, top overdue accounts, and collection activity — all in real time. See where your money is tied up and track collection progress across your team.
Multi-Tenant Workspaces
Every company gets an isolated workspace with its own customers, rules, templates, and team members. Invite collectors and admins. Self-service signup — your team can be live in under a minute.
Try it free. $19.99/month after your trial. Cancel anytime.