An order should reach cash without anyone retyping it
Order-to-cash crosses sales, credit, billing and collections, and most companies run each on a different system. The delay is rarely in the finance rules. It sits in the handoffs: a PO rekeyed from an email, a credit check that needs a phone call, a payment applied by guesswork.
IB-X takes over the handoffs. Agents read, check, post, send and match. A person is pulled in only when a decision needs one, and arrives with the numbers already lined up.
Order Intake to Revenue Synchronization
Order intake
Read, validate and post the order
Credit evaluation
Check limit, ageing and history
Invoicing
Generate and deliver on fulfilment
Collections
Remind, prioritise, escalate
Cash application
Match payments to open invoices
Disputes and revenue
Explain differences, keep books in sync
One dealer order, start to finish
Illustrative example. Amounts and timings are sample values.
PO arrives by email
Read, checked against the price list and stock, and posted as a sales order in the ERP.
Credit check
Order is within the dealer's limit and nothing is overdue. Cleared without a call.
Goods dispatched, invoice sent
Invoice of ₹4,75,500 built from the order and delivery, sent in the dealer's preferred format.
Reminder goes out
Sent two days before the 30-day due date, by email and WhatsApp.
Payment lands ₹4,500 short
Matched to the invoice and tagged “likely freight deduction”. It goes to the analyst who owns the account.
What IB-X does at each stage
Pick a stage to see the features behind it and which agents do the work.
Orders posted in minutes, not typed in by hand
Orders come from email, portals, EDI and marketplaces. Each one is read, checked and posted to your ERP before anyone opens it.
Every order channel, one intake
Email POs (PDF, Excel or plain text), customer portals, web store, EDI feeds and marketplace orders.
Validated before it is posted
Customer, item codes, contract price, taxes and stock availability are checked against your masters.
Posted to the ERP, with or without an API
API where one exists. Where the ERP has none, an RPA agent enters the order through the screen like a clerk would.
Mismatches shown side by side
When a PO price differs from the price list, the reviewer sees both together and picks one.
Order confirmation sent automatically
The customer hears back at once, with no chasing.
Price revisions communicated on time
An approved price change triggers a templated notice to every affected customer, with the effective date.
Credit decisions that don't wait for a phone call
Orders inside the limit clear on their own. The rest go to the right approver with the exposure already worked out.
Credit check at order entry
Limit, open invoices, overdue ageing and payment history are checked the moment the order is posted.
Auto-clear within the limit
No queue, no email chain. The order moves straight on.
Routed approvals above your threshold
Approvers get an eForm with the numbers prepared, and decide in one step.
Credit hold and release
Held orders carry an SLA timer, escalate automatically when it runs out, and release the moment payment or approval arrives.
Delegation when an approver is away
Tasks reassign by role or hierarchy, and the SLA clock keeps running through the handover.
New customer onboarding
A credit application triggers KYC checks, credit bureau verification, internal approval and creation of the customer in the ERP.
Limits reviewed as behaviour changes
Payment patterns feed a periodic reassessment, so limits don't stay frozen at the day of signing.
Invoices out the day goods leave, in the format the customer wants
Invoicing follows fulfilment instead of waiting for the end-of-day batch, and reaches customers the way they expect it.
Generated on fulfilment
The invoice is built from the order and the delivery record as soon as goods are dispatched.
Delivered by customer preference
EDI, e-invoicing portal or email, set once per customer.
Customer vendor portals handled too
Where a customer only accepts invoices through their own portal, an RPA agent logs in and submits it.
Statutory e-invoicing built in
Where your country requires a registered e-invoice, the number is obtained and attached before the invoice is sent.
Blocked invoices explained
If master data blocks an invoice, it goes to the owner with the reason, not to a general queue.
Delivery status tracked
You can see which invoices were sent, accepted or rejected by the customer's system.
Follow-up that fits the account, not one blanket blast
Your collectors spend their time on the accounts that need a conversation, not on sending reminders.
Reminders by risk and invoice age
Cadence differs for a reliable payer two days late and a stretched one thirty days out.
Email and WhatsApp follow-up
Reminders go on the channel the customer answers, with the invoice attached.
A daily call list, ranked
AI collections prioritisation tells each collector who to call today and why.
Escalation for large overdue accounts
High-value balances go to a senior owner automatically, with history attached.
Customers answer their own questions
A conversational agent gives invoice copies, balances and payment status in plain language, so fewer emails reach AR.
Cash inflow forecast
Open invoices and payment behaviour feed a forecast of what lands and when.
Every payment matched to the invoices it settles
A wire arrives with a customer name and an amount. IB-X works out which invoices it covers, and what to do about any difference.
Bank and lockbox files pulled each morning
An RPA agent logs into portals that offer no API and collects statements and remittance files.
Remittance read in any form
Remittance PDFs, email advice, ACH files and cheque stubs are turned into structured lines.
Matching in tiers
Exact reference first, then customer and amount, then fuzzy matching. Only what remains goes to a person.
One payment, many invoices
A single credit can close several invoices. Instalments can build up to close one.
Aware of credit notes
Matching runs against what is actually still open, after credits and earlier part-payments.
Aged unapplied cash escalates
Anything left unapplied past its SLA is escalated with the payment details attached.
Ask, don't search
“What is still unapplied this week?” gets an answer from the conversational agent instead of a spreadsheet hunt.
Differences explained, and the books kept in step
A short payment is a question with a reason attached. Revenue schedules follow the same events as the invoices.
Short payments tagged with a likely reason
Freight deduction, damaged-goods claim, or a discount taken without approval.
Routed to the account owner
The analyst gets the invoice, the payment and the gap side by side, with a suggested action.
Credit notes and write-offs approved by people
Workflow enforces your approval matrix by amount, with SLA timers and escalation.
Revenue schedules that update themselves
An amendment or invoice change updates the ASC 606 / Ind AS 115 schedule in the same step.
Contract and subscription lifecycle
Renewals, upgrades and terminations flow through to billing and revenue without a manual follow-up.
A full audit trail
Every run is recorded with who or what acted, when, and on what data. It can be exported for audit.
Three things worth seeing up close
Credit decisions routed by rule, not by inbox
Every order is judged against the same rules you set. Most clear on their own. The ones that need judgment reach a person with the case already built.
- Thresholds and approvers are yours to configure
- Approvers see exposure, ageing and history in one form
- Each decision is timestamped for audit
One payment, three invoices, one explained gap
Customers rarely pay invoice by invoice. IB-X splits a single credit across the invoices it covers, and gives the leftover difference a reason before anyone has to ask.
- Matches on reference, then customer and amount, then fuzzy signals
- Posts what is certain, and queues only what is not
- Tags the short-payment reason and routes it to the account owner
Reminders that escalate on their own
A collection cadence that runs itself, and speeds up as an invoice ages. Your collectors step in where a conversation will make a difference.
- Cadence and wording set per customer group
- Senior owners alerted automatically as balances age
- Every reminder is logged against the invoice
Three kinds of agent, working as one process
Some O2C work is a conversation, some is orchestration with approvals and deadlines, and some is operating a system that was never built with an API. IB-X handles all three on one platform.
Workflow Agent
- Runs the credit-hold approval and its SLA timers
- Routes orders and invoices by amount, customer and rule
- Runs the match-tier sequence in cash application
- Escalates aged items and routes disputes to owners
- Keeps a person in the loop wherever you decide
RPA Agent
- Pulls bank and lockbox files from portals with no API
- Keys orders into a legacy ERP screen by screen
- Submits invoices in a customer's vendor portal
- Runs on schedule, unattended, inside your network
Conversational Agent
- Answers invoice and balance questions in plain language
- Lets AR and treasury query unapplied cash and ageing
- Serves customers and dealers through partner access
- Hands off to a person when the question needs one
Automation for the routine, a person for the call
The aim isn't an O2C cycle with no people in it. It's one where the only things that reach a person are the things that need a decision.
Runs on its own
Routine, rule-based, repeatable- Reading and posting orders that pass validation
- Clearing credit inside the approved limit
- Generating and delivering invoices
- Sending reminders on the agreed cadence
- Matching payments with clear references
- Updating revenue schedules on contract changes
Always waits for a person
Judgment, authority or money at stake- Credit above the approval threshold
- Order mismatches beyond tolerance
- Payment matches the system isn't confident about
- Credit notes and write-offs
- Settling a customer dispute
- High-value overdue escalations
Invoices and revenue schedules never drift apart
As orders, amendments and invoices move through the flow, the event that updates the invoice also updates the revenue schedule tied to it. Finance stops reconciling two versions of the truth at month-end.
Fits the systems you already run
IB-X works with your ERP and your customers' systems as they are. It doesn't ask you to replace either.
API
Used first wherever your ERP or platform offers one
UI automation
An RPA agent operates screens where there is no API
Files and EDI
Bank statements, remittance files and EDI feeds
Email and portals
POs, remittance advice and customer vendor portals
What you configure
Set once, changed whenever your policy changes
- Credit rules: limits, thresholds, and who approves what
- Collections cadence: timing, channel and tone by customer group
- Invoice delivery: the format and channel for each customer
- Match tolerances: how much variance counts as a match
- Approval matrix: credit notes and write-offs by amount
- SLAs: how long each queue can wait before it escalates
What stays fixed
The foundations you don't have to build or tune
- The process spine: intake to credit to invoice to cash to books
- Human checkpoints: decisions above never run unattended
- Audit trail: every action recorded and exportable
- Central governance: one console for status, logs and retries
- Deployment choice: cloud-hosted or self-hosted for data residency
Built around how your business gets paid
The same O2C spine adapts to the shape of your sales, from till receipts to dealer credit to recurring contracts.
Retail
Manufacturing
SaaS
See O2C run against your own orders and payments
Share a sample of your PO formats, remittance advice and bank files. We'll show you how much of the cycle runs on its own and where a person would still decide.