Your first collection workflow
By the end of this article you will have sent your first AI-drafted follow-up email out of Even Level, logged a call note, and set a promise-to-pay date — the three building blocks of every collections day.
What you will learn
- How to pick the right invoice to work first
- How Even Level drafts a follow-up email for you using the account history
- How to log a note and set a promise-to-pay date
Pick an invoice
- Open the Invoices page.
- Filter Aging to 60+ days. These are the ones leaving money on the table.
- Sort by balance descending. Start with the largest dollar.
- Click the invoice row to open the customer detail page.
Tip: The customer detail page shows you everything about this customer in one place — every open invoice, every past email and call, every note. Read the last two or three events before you reach out so you sound prepared.
Send an AI-drafted email
- Click Email on the invoice row.
- Even Level drafts a follow-up based on the invoice age, the last contact, and your companys tone. The draft appears in the composer — edit anything you want.
- Pick the recipient (the customers primary contact is pre-selected; change it if someone else handles AR).
- Click Send. Even Level logs it to the activity timeline and tracks replies.
Make a call and log a note
- Click Call on the invoice or the customer page. Even Level connects the call in your browser.
- Before the call starts you see an AI pre-call brief — a one-paragraph summary of the account with the numbers you need: balance, oldest invoice age, last payment, last contact.
- Talk. When you hang up, Even Level transcribes and summarizes the call automatically.
- Review the summary, tweak if needed, click Save.
Set a promise-to-pay
If the customer committed to a payment date, set a promise-to-pay (PTP) so you remember to follow up if they miss it.
- On the invoice, click Set PTP.
- Pick the date they promised.
- Even Level will surface this invoice in your dashboards "PTP overdue" panel if the date passes without a payment.
Common questions
The AI draft does not sound like me. Can I change it?
Yes. Settings → Organization → AI Style Guide. Write a short paragraph describing your tone ("warm, direct, no legal threats unless escalated") and the AI adapts future drafts to match. You can also edit any individual draft before sending.
Does the customer see it came from Even Level?
No. Emails send from your connected email account (Gmail or SMTP) with your sender name. The customer sees a normal email from you or your team.
What if the customer replies?
Replies land in your inbox and a copy is logged to the invoice timeline in Even Level. If the invoice is enrolled in a workflow, the workflow automatically pauses when a reply comes in — so you can engage directly without the robot still sending more follow-ups.
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