Payables Management: From Aging Reports to Controlled Payments
Illustrative business scenario · Sample company and dataSee how PersivX turns payables data into payment decisions, missing-invoice follow-ups, captured discounts and a week of cash-flow visibility.
Your ERP tells you what you owe. PersivX tells you what to pay this week, catches what you shouldn't pay, and chases what is missing.
The Challenge
Meridian Solar buys from 412 vendors in three currencies, and pays many of them in advance. Before PersivX:
- Advances forgotten. Once an advance was paid, nobody noticed when the invoice that should close it never came.
- A spreadsheet payment run. Bills sorted by due date and cut off by hand at whatever cash treasury had.
- Money left on the table. Early-payment discounts expired unnoticed; the occasional duplicate invoice was paid twice.
- Owners hear it from vendors. The person who owns a vendor learned about an overdue bill when the vendor called.
- Treasury surprised. Monday's payments were discovered on Monday.
The Solution
| Before | After PersivX |
|---|---|
| Advances forgotten once paid | Every advance past its due date without an invoice, chased with the buyer and the vendor automatically |
| A spreadsheet payment run | A payment-run proposal ordered by priority, fitted to the cash available, and approved in one step |
| Discounts missed, duplicates paid | Expiring discounts captured on purpose; likely duplicates stopped before payment |
| Owners hear from vendors first | Each owner gets their own overdue list every Monday |
| Treasury surprised | The next seven days of payments, every morning |
Five Capabilities
PersivX's difference isn't more charts. It connects business intelligence, decision-making, workflow execution and communication in one environment, so all five of these work on the same data, in the same place.
Intelligent decision making
- Prioritise payments: overdue, expiring discounts, critical suppliers
- Fit the payment run to the cash available
- Flag likely duplicate invoices
- See next week's cash-out by day
Analytics that drives action
- Send the payment run for approval from the report
- Post approved payments to the ERP through a workflow
- Request a missing invoice from the row
- Hold a disputed or duplicate bill, with the reason recorded
Automated business operations
- Missing-invoice alerts to buyer and vendor
- Weekly overdue lists per owner
- Treasury's daily projection
- Email and Telegram built in; WhatsApp, Teams, Slack and SMS through connected providers; a record of every delivery
Role-based intelligence
- Each owner sees their vendors
- Finance and treasury see everything
- Bank details masked
AI-assisted insight
- A daily focus-area summary
- Questions in plain language, such as "which vendors do we pay late most often?"
What Is AI, and What Isn't
Not every intelligent-looking number is AI. Be precise about which is which: prospects will ask.
| Capability | What it is |
|---|---|
| Payment priority and the payment run | Business intelligence: a weighted score from your own rules, and a what-if parameter for the cash available |
| Advances without invoice, expiring discounts | Business rules on dates and documents |
| Possible duplicates | Business rules: same vendor, same amount, same date or reference |
| Daily focus area | Generative AI: a written summary of what changed, from the report's own data |
| Questions in plain language | Conversational AI: answers from the same data |
The Payment Priority Score
Not every due bill should be paid first. The payment priority ranks bills by how overdue they are, expiring early-payment discounts and how critical the supplier is, weighted the way your treasury policy weighs them. Fitted to the cash available, it becomes the week's payment run: what to pay, and what can wait.
What Happens Because of the Insights
| The insight | What happens next |
|---|---|
| Cash available this week is ₹ 13Cr, not ₹ 8Cr | The proposal re-decides Pay or Defer down the list, and one more bill, with its discount, makes the run |
| The payment run is ready | One click sends it to the CFO; once approved the payments post to the ERP and each vendor owner is told |
| An advance is past due with no invoice | The buyer is asked internally, and the vendor is asked for its invoice, the same morning |
| A discount expires in three days | The AP lead is alerted, and the bill is ranked into the run |
| Two invoices look like the same one | Flagged before the run; held, with the reason on the row |
| A bill passes its due date unpaid | The owner sees it on Monday's list, and the vendor gets a statement |
Follow-Up Playbook
Every row runs on its own. Nothing to chase means nothing is sent.
| Situation | Internal follow-up | Vendor follow-up |
|---|---|---|
| Advance paid, due date crossed, invoice not received | The buyer who raised it gets the list daily | The vendor is asked for the invoice against its advance |
| Due date crossed, payment pending | Each owner gets their overdue bills every Monday | A statement of account, so both sides agree on what is open |
| Invoice received, not yet approved | The approver is reminded until it is approved | — |
| Bills falling due next week | Treasury every morning | — |
| Discount expiring within 3 days | AP lead alerted | — |
| Payment run approved | Each vendor owner told | A payment advice |
Business Impact
No spreadsheet payment run
- The proposal builds itself
- Owner lists and vendor chasers send themselves
Pay on purpose
- A run fitted to the cash available
- The week ahead, every morning
Stop what shouldn't be paid
- Duplicates caught before payment
- Advances closed with their invoices
Approved, and on record
- One approval over the run
- Every posting and delivery traceable
Because this scenario is illustrative, it carries no figures. These are the measures a payables team should baseline before go-live and track afterwards. They are what a verified customer case study would report.
| Measure | What moves it |
|---|---|
| Advances open without an invoice, and their age | Daily chasing of buyer and vendor |
| Early-payment discounts captured | Expiring discounts ranked into the payment run |
| Duplicate or erroneous payments | Checks before the run, not after |
| Bills paid late | Owner lists and a run fitted to available cash |
| Time to prepare the payment run | A proposal instead of a spreadsheet |
| Treasury forecast accuracy | The next seven days, every morning |
Implementation
PersivX connects to the ERP's database or API, read-only, and refreshes on a schedule. Nothing in the ERP changes until a workflow is approved to change it.
| Week | Outcome |
|---|---|
| 1 | Payables and advances connected; aging, currency and headline view running |
| 2 | Missing-invoice alerts to buyers and vendors; weekly lists per owner |
| 3 | Payment-run proposal fitted to cash; discount and duplicate checks; treasury's morning delivery |
| 4 | Approval workflow to the ERP; per-owner views; AI focus area |
Talking Points
"PersivX doesn't just help you understand your payables. It helps you run them."
| They say | You show |
|---|---|
| "We already sort by due date." | The payment-run proposal: priority includes expiring discounts and critical suppliers, and the cash slider shows exactly where the cut-off falls. |
| "Advances are tracked in the ledger." | Tracked is not chased: the missing-invoice alerts reach the buyer and the vendor every morning. |
| "We already have a BI tool for dashboards." | What happens after the dashboard: the approval, the ERP posting and the vendor follow-up, from the same place. |
| "Approvals happen in email." | One step over the selected bills, with the approval and the posting recorded. |
What Could PersivX Do With Your Payables Data?
Connect your ERP data. See what to pay this week, catch what you shouldn't pay, and chase what is missing.
Technical Details
For evaluators and implementers: how each part is built with PersivX features.
The dashboard, panel by panel
| Panel | Built with |
|---|---|
| Headline tiles (net payable, payable, advances, due in 7 days) | Card visuals |
| AP by age group and by currency | Aged by due date with a bucket-size parameter; original currency beside INR; custom tooltips carrying vendor and entry counts, reasons and owners |
| Entries to display | A list filter component switching every visual between bills and advances |
| Payment-run proposal | A payment-priority custom attribute, a running total, and a cash available what-if parameter marking each bill Pay or Defer |
| Advances without invoice | A table with a tile filter: advance paid, due date crossed, no invoice booked |
| Next 7 days | A bar chart by due date |
| Discounts and possible duplicates | Tables on discount date, and on vendor + amount + invoice date or vendor reference |
| Focus area | AI Summarize and Q&A |
| Aged Accounts Payable | Drill-down from vendor to document; remarks on each row |
How each follow-up is set up
| Situation | Setup |
|---|---|
| Advance without invoice | Two alerts (Use as alert) on the table · Condition # Entries Greater than 0 · recipients from the Responsible email and Vendor email columns · Send with custom msg for the vendor |
| Overdue, internal | Run individually for each value of a filter = Responsible Person · Sender visual for emails · Attach data in excel |
| Overdue, vendor | Recipients from the vendor column · statement attached |
| Unapproved invoices | Alert on a table of invoices pending approval for more than two days |
| Treasury | Subscription on the next-7-days table · Attach data in excel · Date to append: Today · screenshot |
| Expiring discount | Alert on the discounts table · Condition # Bills Greater than 0 |
Each row's recipients get their own email, about their rows only. Subscriptions run as the person who set them up, under that person's row-level rules. Every delivery is recorded per recipient in the subscription's History.
Channels
Email and Telegram are built in. WhatsApp, Microsoft Teams, Slack, SMS and ERP or ticketing systems connect as webhook channels: GET, or POST with a JSON body whose placeholders are filled from the row. Each provider's API is configured once as a channel.
Actions from the row (Persiv Automate)
Flow buttons run Persiv Automate flows: Send payment run for approval over the selected rows (Run history shows waiting_approval until the CFO approves, then completed), Request invoice as a reviewed email to the vendor, and Hold this bill with the reason in the row's remarks.
Who a subscription runs as, and what happens when it fails
- Runs as its owner. A subscription runs as the person who created it, under that person's row-level rules, whoever receives it. Editing it doesn't change the owner. To hand one over, the new owner recreates it.
- When an owner leaves. The scheduler skips every subscription whose owner has Scheduler Access turned off. Removing the person's access to PersivX does not stop their subscriptions. As part of offboarding, turn off their Scheduler Access or untick Active on their subscriptions.
- Failures are recorded, not retried. A run that fails is marked failed in the subscription monitor, and History shows each recipient that failed and why. There is no automatic retry: fix the cause and use Run now, or wait for the next scheduled run.
Security
Row-level security scopes each owner to their vendors; finance and treasury see everything. Bank details and other sensitive fields can be masked with column masking. Both are applied in the query.
Features used
- Datasources and scheduled refresh
- Tables, remarks and drill-down
- Custom attributes and filter components
- Scheduler and smart alerts
- Flow buttons (Persiv Automate)
- Row-level security and column masking
- AI summaries and Q&A