Automating Accounts Receivable Processing in Oracle NetSuite for a Leading LATAM Digital Freight Forwarder
IDW Extracts Overdue Invoices from NetSuite, Sends Multi-Stage Reminder Emails via Gmail, Categorizes Customer Replies, and Reconciles Payments Using Cash Flow Validation
Client Overview
A digital freight forwarder operating across multiple countries in LATAM manages international trade operations through a complex global network. They connect air, ocean, and ground logistics into one ecosystem, managing over 300+ global suppliers through 100 agents in three offices.
The Challenge
Understanding the operational bottlenecks
Time-Intensive Manual Processing
Staff logged into Oracle NetSuite to download aging reports, manually filtered for due invoices, and reviewed each item by hand. With 100+ transactions daily, this consumed the majority of the finance team’s working hours, pulling time away from higher-value customer interactions and strategic analysis.
Tracking Complexity
Each invoice required a structured 5-email reminder sequence with specific timing. Staff manually tracked replies, promised payments, and escalations across NetSuite, Gmail, spreadsheets, and payment slips. Partial payments had to be checked and validated manually before posting. The team also had to interpret customer replies in both Spanish and English to identify payment promises or disputes.
Business Impact
Slow follow-up extended cash conversion cycles and strained customer relationships. Manual data extraction led to matching errors and rework. The finance team spent more time on data entry than on analysis or strategic decision-making.
The IDW Solution
Intelligent automation across the entire workflow
Automated Report Retrieval
HachiAI IDW logs into Oracle NetSuite on a set schedule, downloads the AR aging report, and identifies all invoices due within seven days plus all overdue invoices. Staff no longer spend time pulling reports or building follow-up lists.
Intelligent Reminder Sequencing
IDW sends reminder emails on a predefined five-step email sequence and monitors the Outlook inbox continuously. IDW reads customer replies, detects payment-related keywords or attachments and automatically shifts from reminder to payment processing when payment is identified.
Payment Extraction and Oracle NetSuite Update
IDW opens payment slip PDFs, extracts the customer name, invoice number, amount, and currency using advanced AI techniques and validates the Cashflow sheet. IDW then logs into NetSuite to mark invoices as paid and select the correct bank account. Reminders stop automatically once payment is posted.
Visual Process Breakdown
IDW takes over the E2E process, performing exactly as a human would
Smart Validation Logic
Enterprise-grade rules engine ensuring absolute accuracy
Due Date Identification
IDW scans AR reports and flags invoices due within 3 days and all overdue invoices based on system dates.
Reminder Sequence Logic
IDW sends reminders on schedule: before the due date, then at +1, +7, +14, overdue with escalation.
Payment Detection
The IDW reads incoming emails for payment keywords and detects PDF attachments matching payment slip naming patterns.
PDF Data Extraction
IDW uses AI vision + OCR to extract customer name, invoice number, amount, payment date, and currency from payment slips.
Cashflow Validation
The IDW cross-checks extracted payment data against the Cashflow sheet to confirm the amount matches expected payment.
Exception Flagging
IDW flags missing invoice numbers, unclear amounts, payment date discrepancies, and currency mismatches for manual review.
Systems & Integrations
Seamlessly connecting with your existing enterprise infrastructure
Business Outcomes
Measurable impact across the organization
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