PayPilot - the AI agent that chases invoices

The problem

Chasing invoices is slow, awkward, repetitive.

Small business owners spend hours on it, forget follow-ups, and chase invoices that have mistakes in them. But they don't want a robot emailing their customers alone.

Forgotten follow-ups

Nobody tracks who is 10, 30 or 60 days late. Cash sits in other people's accounts.

Invoices with mistakes

Wrong VAT, missing TRN. Chasing these makes you look careless — and they get disputed.

No trust in automation

Owners won't hand over customer emails to an AI that might say the wrong thing about money.

How it works

One agent. The whole loop.

01Reads and validates invoices
02Watches deadlines
03Drafts the right reminder
04Waits for human approval
05Understands customer replies
06Reports and logs everything

STEP 01 · INTAKE + VALIDATION

INV-1001 · Al Noor Tradingvalid

INV-1006 · VAT 10% not 5%flagged

INV-1007 · TRN missingflagged

STEP 02 · DEADLINE WATCH

INV-1004 · Palm Crest55 days late

INV-1002 · Desert Rose38 days late

INV-1008 · Saffron Courtdue in 2 days

STEP 03 · DRAFT (TONE: POLITE → FIRM → FINAL)

To: accounts@desertrose-catering.exampleDear Desert Rose team, our records show invoice INV-1002 for AED 2,625.00 is now 38 days overdue. Could you please arrange payment?

draft saved · not sent

STEP 04 · HUMAN GATE

send_email(draft #1)BLOCKED

Manager clicks Approveapproved

send_email(draft #1)sent (simulated)

STEP 05 · REPLIES

Customer"We will pay Friday." → status: Promised

Customer"This invoice is wrong." → Disputed + human alerted

STEP 06 · WEEKLY CASH SUMMARY + AUDIT LOG

UnpaidAED 38,032

PromisedAED 3,360

Actions loggedevery one

Live demo · runs right here

Try it. Click through the agent.

This is a quick in-browser simulation with fake data. The real app (Python + Claude) is one click away.

INVOICES (FAKE DATA)

INVOICE	CUSTOMER	AED	STATUS

Press step 1 to upload the sample invoices.

APPROVAL QUEUE (HUMAN)

Nothing waiting.

OUTBOX (SIMULATED EMAILS)

No emails sent.

AUDIT LOG

The real app

Not a mock-up. A working agent.

Screenshots from the live PayPilot app (fake data). PDF invoices, Arabic and English reminders, risk scores and a 30-day cash forecast.

PDF invoice readingArabic + English Risk score per invoice30-day cash forecast Human approval gateFull audit log

PayPilot invoices table with status, risk and language — Every invoice: status, risk, language, problems

Approval queue with editable reminder — Approval queue: edit, switch to Arabic, approve

Weekly cash summary and forecast — Weekly cash summary and 30-day forecast

Try it yourself →

Tip: press the one-click demo button in the sidebar.

Safety by design

The rule is in the code, not the prompt.

Nothing involving money is sent until a human approves that exact draft
Invoices with errors are never chased — they go to a person
Disputes and silent customers escalate to a human
If the AI tries to skip approval, the system refuses and logs it
Every action: who, what, when

# tools.py - the AI cannot bypass this
def send_email(draft_id):
    d = get_draft(draft_id)
    if d.status != "approved":
        log("BLOCKED_send_email", d)
        return fail("BLOCKED: a human must approve")
    outbox.add(d)          # simulated send
    log("send_email", d)

Architecture

Small stack. Real agent.

Invoicestxt / csv / json

ValidateVAT 5% · TRN

Claude agenttool use

Human gateapprove / edit

Send + logSQLite audit

Python · Streamlit · SQLite · Claude API (tool use) · offline fallback so the demo never breaks

Why it fits

Built for what judges value.

DATA INTAKE

Reads + validates

Extracts customer, amount, VAT, due date. Flags VAT and TRN errors.

AUTOMATION

Drafts by itself

Right tone for the right stage, once a week at most.

DEADLINES

Always watching

Overdue and due-soon invoices found automatically.

COMMUNICATION

Reads replies

Promise, dispute or paid claim — handled or escalated.

REPORTS

Weekly cash summary

Plain-English owner update, plus downloadable report.

TRUST

Approval + audit log

Human sign-off before money messages. Full trail of actions.

Business model

Simple. Affordable. Pays for itself.

WHO

Small UAE businesses

Trading, catering, cleaning, services — anyone who invoices on credit and chases payments by hand.

PRICE (PROPOSED)

AED 99 / month

One flat price per business. Agent, approvals, reports and audit log included.

VALUE

One invoice pays the year

Recover a single AED 3,000 invoice and a full year of PayPilot (AED 1,188) is covered.

Get paid.
Stay in control.

INVOICE WATCH · LIVE

Chasing invoices is slow, awkward, repetitive.

Forgotten follow-ups

Invoices with mistakes

No trust in automation

One agent. The whole loop.

STEP 01 · INTAKE + VALIDATION

STEP 02 · DEADLINE WATCH

STEP 03 · DRAFT (TONE: POLITE → FIRM → FINAL)

STEP 04 · HUMAN GATE

STEP 05 · REPLIES

STEP 06 · WEEKLY CASH SUMMARY + AUDIT LOG

Try it. Click through the agent.

INVOICES (FAKE DATA)

CUSTOMER REPLIES (pretend a customer wrote back)

WEEKLY CASH SUMMARY

APPROVAL QUEUE (HUMAN)

OUTBOX (SIMULATED EMAILS)

AUDIT LOG

Not a mock-up. A working agent.

The rule is in the code, not the prompt.

Small stack. Real agent.

Built for what judges value.

Reads + validates

Drafts by itself

Always watching

Reads replies

Weekly cash summary

Approval + audit log

Simple. Affordable. Pays for itself.

Small UAE businesses

AED 99 / month

One invoice pays the year

Delegate the chasing.
Keep the control.

Chasing invoices is slow, awkward, repetitive.

Forgotten follow-ups

Invoices with mistakes

No trust in automation

One agent. The whole loop.

STEP 01 · INTAKE + VALIDATION

STEP 02 · DEADLINE WATCH

STEP 03 · DRAFT (TONE: POLITE → FIRM → FINAL)

STEP 04 · HUMAN GATE

STEP 05 · REPLIES

STEP 06 · WEEKLY CASH SUMMARY + AUDIT LOG

Try it. Click through the agent.

INVOICES (FAKE DATA)

CUSTOMER REPLIES (pretend a customer wrote back)

WEEKLY CASH SUMMARY

APPROVAL QUEUE (HUMAN)

OUTBOX (SIMULATED EMAILS)

AUDIT LOG

Not a mock-up. A working agent.

The rule is in the code, not the prompt.

Small stack. Real agent.

Built for what judges value.

Reads + validates

Drafts by itself

Always watching

Reads replies

Weekly cash summary

Approval + audit log

Simple. Affordable. Pays for itself.

Small UAE businesses

AED 99 / month

One invoice pays the year

Delegate the chasing.Keep the control.

Delegate the chasing.
Keep the control.