--- name: trussi-ai-receivables-and-collections-review description: Work out what is owed on Trussi jobs and where cash is stuck, covering AR, collections, aging, the gap between contract value and what has been collected, and which accounts need a follow-up call or message. Use when the user asks what is owed, what is outstanding or past due, where cash is stuck, who to chase for payment, or how collections look this month. --- # Review receivables and collections A receivables review answers one question: **where is the money that has been earned but not yet collected, and what should happen next for each account?** It is not a list of every open job. A review that dumps forty rows with no ranking, no owner and no next action has failed the user. Keep this review separate from the lead and production reviews. You are looking at money on jobs that already exist, not at leads that may or may not close, and not at crew schedules. ## 1. Fix the scope before pulling numbers Confirm with the user, in one line, the things that change every figure: - **Which Trussi account and branch** the numbers should cover. The connector runs as the person who connected, with their role and branch scoping, so a figure is only as complete as that scope. If the user expects company-wide numbers and the scope is one branch, say so before presenting any total. - **Time window.** "This month", "last quarter" or "everything open" give different answers. Pick one and state it. - **Which definition of owed.** Contract value minus collected is not the same as invoiced minus paid, and neither matches "past due". If the user has not said, use contract value minus collected for the open-balance view and label it as such. Pull the headline figures with `trussi_get_collections` and `trussi_get_revenue_trend` first. They give the shape of the problem (total outstanding, how it moves by month) in two calls, before any per-job work. ## 2. Get the account-level picture, then drill down Use `trussi_list_customers` to find the accounts that carry balances, and `trussi_get_project` for a specific job when you need its contract value, payments and status. Work from the largest balances down, because the top handful of accounts usually hold most of the money at risk. For each account with a balance, record: - Total contract value on open jobs. - Amount collected to date. - The open balance (contract minus collected). - How old the open balance is. A balance from a job completed 10 days ago is normal. A balance on a job completed 90 days ago is stuck. Do not stop at the total. A single $40,000 balance on one job is a different problem from $40,000 spread across eleven small jobs, and the fix differs. ## 3. Separate stuck cash from normal timing Most open balances are not problems. Roofing jobs are typically paid in stages (deposit, material delivery, completion, final after insurance), so a balance on a job still in progress is expected. Sort each open balance into one of these buckets: - **In normal cycle:** the job is still in production or the next milestone has not been reached. No action beyond keeping the record accurate. - **Due, not yet chased:** the milestone has passed and the balance is open. Flag for a reminder. - **Overdue:** past the agreed terms or the expected milestone date by a clear margin. Flag for a call. - **Stuck:** overdue and with a known blocker or no contact in a long time. Flag for escalation, and name the blocker if it is recorded. Use these thresholds as a starting point, and adjust if the user gives their own terms: under 30 days past due is usually a reminder; 30 to 60 days warrants a call; over 60 days with no response is escalation. Insurance-funded balances often run longer than customer-pay balances, so do not apply the same clock to both without saying so. ## 4. Find the blockers, not just the balances The useful finding is usually why a balance is open, not that it is open. Check the job's activity and comments with `trussi_list_project_activity` and `trussi_list_project_comments` for each stuck account. Common blockers to look for: - **Insurance not yet paid.** Look for a claim, adjuster or carrier mention, and a supplement that is still pending. A balance waiting on a carrier is a different conversation from one waiting on a customer. - **Supplement or change order unapproved.** The customer may be holding payment over scope the crew has already done. Check `trussi_list_project_supplements`. - **Work not finished.** Final payment is often held until completion. Check whether the production order is closed before calling for money. - **Dispute or complaint.** Any comment about quality, damage or dissatisfaction means payment talk must wait for the job owner. Do not send a collection message into an open dispute. - **No record at all.** A balance with no activity for a long period may simply be unmanaged. Say so; it is an admin gap, not a customer problem. Where the blocker is an insurance or supplement issue, the next step is the job file, not a payment message. Note the blocker and move on. ## 5. Rank the follow-ups Produce a short ranked list, not a full ledger. Rank by open balance multiplied by how stuck it is, so a large, stale balance outranks a large, fresh one. Cap the action list at about ten accounts; anything beyond that goes in a single "also open" line with a total. For each ranked account, state the one action that moves it: call, send a reminder, resolve a supplement, escalate to the job owner, or nothing yet. Drafting a reminder or a customer message is fine and useful. Sending it is not. Any message to a customer, and any change to a job record such as a payment note or status, requires the user's explicit yes first. Show the draft, name the recipient, and wait. ## Common patterns and traps - **Counting contract value as cash.** A signed $30,000 job with a $10,000 deposit has $20,000 open, not $30,000. Always state collected and open separately. - **Totals that mix branches.** A company total pulled under a single-branch scope will look small and wrong. Confirm scope in step 1 and repeat it in the output. - **Chasing a balance that is held by the carrier.** A customer call about insurance money creates friction and achieves nothing. Route it to the claim. - **Treating a dispute as a collection.** A customer who has raised a quality complaint should not receive a payment reminder from this review. Flag and hand off. - **Averages that hide the tail.** An average days-open figure can look healthy while three large jobs sit at 120 days. Read the largest stuck balances individually. - **Double-counting the same job across views.** Collections and customer views can overlap on one job. Reconcile the total against one source before reporting it. - **Confusing last payment date with last contact.** A recent small payment does not mean the balance is being managed. Check the activity log. ## Output ``` Scope: ,