An AI payment scheduling agent calculates each invoice's due date from the agreed terms and flags those with an early-payment discount, a late fee clause or a supplier-specific rule.
Approved invoices with terms and due dates are listed.
The agent compares terms, discounts and cash position.
It suggests a payment date for each invoice.
A treasury analyst accepts or changes the schedule.
Accepted dates feed the payment run.
Changes or holds trigger a new plan.
It proposes a pay-on date for each approved invoice, bringing forward those where an early-payment saving justifies it and holding back others to the due date.
It shows the proposed schedule by day and by total, against the cash limits finance gives it, and flags days that exceed them.
Paying too early drains cash and paying too late damages suppliers and invites fees, so the date matters more than it seems.
The invoice may state different terms from the contract.
An early-payment window can pass unnoticed.
Large invoices bunch up around month end.
Some are critical, others flexible about timing.
Spreadsheets do not update when an approval lands late.
The agent reads terms from the contract and invoice and calculates the due date, noting conflicts between them.
It finds invoices with early-payment discounts and those with penalty clauses.
It suggests a pay-on date for each approved invoice, with the reason.
It totals the schedule by day against the cash limits finance provides.
A finance team member reviews, changes and approves the schedule.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Timing | Payment dates are set by habit, for instance weekly. | Dates reflect terms, discount windows and agreed cash priorities. |
| Discounts | Early-pay offers are missed. | Discount deadlines are shown beside each invoice. |
| Late fees | Late fees arise when dates slip. | Items near due are surfaced. |
| Supplier needs | Critical suppliers are paid on the same cycle as others. | Priority suppliers are marked for earlier treatment. |
| Change handling | A hold means rebuilding the plan. | The plan updates when holds appear. |
| If | Then | Who decides |
|---|---|---|
| Invoice has an early-payment discount | Proposes a date inside the window | Treasury decides |
| Invoice is near its due date | Moves it up the schedule | Treasury confirms |
| Supplier is marked critical | Proposes earlier payment | Treasury confirms |
| Invoice is on hold | Leaves it out | AP analyst resolves |
| Cash position is tight | Shows the impact of each option | Treasury decides |
| Terms are missing | Asks AP to supply them | AP analyst replies |
The agent schedules ahead of the closure and shows why. Treasury confirms.
The agent notes settlement time. Treasury decides timing.
The agent flags the dispute and uses the safer date. The buyer settles it.
The agent flags items crossing period end. The controller decides.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Begin with due-date views.
Surface discount windows.
Suggest a schedule.
Reflect supplier priority.
This shows how reliably your schedule meets due dates. Read it alongside discounts taken, since paying earlier should be a choice, not an accident.
Quick answers to what people ask most about payment scheduling.
Book a demoIt is deciding when each approved invoice will be paid, based on terms, discounts, cash availability and supplier importance.
It reads terms and discount conditions, applies your cash limits and priorities, and proposes dates with reasons for a person to approve.
No. It proposes the schedule. Finance approves it and authorised staff release payment through your payment process.
It can find and flag them and show the effect on the schedule. Finance decides whether to use them.
A payment run is the scheduled process of gathering approved invoices due for payment and paying them together, typically weekly or by payment method.
→A payment batch is a group of payments bundled together for processing through a single bank or payment method, such as one bank transfer file or one card run.
→Bank file generation is the creation of the payment instruction file that a bank accepts, listing each payee, account, amount and reference in a required format.
→Payment approval is the final authorisation, usually by finance, of a payment or batch before money is released, separate from the earlier approval of the invoice itself.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
