Digitalize your Order-to-Cash process with Aston AI
The Order-to-Cash (OTC) cycle, from order to collection, is a key driver of financial performance. It comprises several critical stages: quotation, order, delivery, invoicing, dunning, collection and cash analysis.
Inefficient management of this cycle quickly leads to late payments, cash flow problems and even a deterioration in customer relations.
This is why the digitalization of the OTC business is becoming essential.
Thanks to its SaaS platform, Aston AI automates every step of the process. The result is greater reactivity, visibility and cash control.
In particular, Aston AI transforms accounts receivable into a sustainable performance lever:
Significant reduction in DSO
Improved predictability of cash receipts
Optimizing theB2B customer experience
In short, Aston AI is designed for companies that want to :
Improve profitability,
Better manage their cash flow,
Industrialize customer collections.
OTC stages managed by Aston AI
1. Customer qualification & intelligent quotes
The Order-to-Cash (OTC) cycle, from order to collection, is a key driver of financial performance. It covers all the essential stages: quotation, order, delivery, invoicing, dunning, collection and analysis of cash receipts.
Poor management of this cycle can lead to late payments, cash flow problems and a deterioration in customer relations.
That’s why the digitization of the OTC business is becoming essential.
2. Order control & credit limit
Aston AI automatically monitors customer outstandings, unresolved disputes and broken payment promises.
If a risky situation is detected, the platform blocks the order or sends an immediate alert.
Thanks to its rules engine, Aston AI takes into account :
customer ceiling,
geographical area,
the type of market,
and internal business rules.
Customizable validation workflows enable each case to be handled:
the order can be suspended, validated by the credit manager, or submitted to the sales manager for approval.
3. Delivery & traceability
All delivery-related documents are centralized in the Aston AI platform:
delivery notes (BL),
signed proof of receipt,
reservations,
or logistical disputes.
Each exchange is automatically archived, ensuring rapid access to information in the event of a customer dispute.
This complete traceability is essential for defending payment deadlines and securing your receivables in the event of a dispute.
4. Smart billing & compliance
Aston AI centralizes all customer invoices in a single, secure environment.
The platform automatically checks :
the presence of compulsory legal information (terms and conditions, VAT rate, address, SIRET…),
consistency with the initial estimate,
and the correct application of currencies according to the customer’s geographical zone.
This automation facilitates the transition to mandatory electronic invoicing in 2026 (anti-fraud law and e-invoicing).
5. Automated customer follow-up
Intelligent & automated relaunch with Aston AI :
Aston AI manages the entire customer reminder cycle, automatically and contextually.
The platform adapts frequency, channel (email, SMS, post, etc.) and tone according to customer profile, payment history and risk score.
Preventive dunning: anticipating delays
From D-5 before the due date, friendly reminders are sent by email, accompanied by a secure payment link.
Customer behavior is analyzed to adjust reminders automatically. We act upstream, before late payment becomes a problem.
Curative relance: managing delay with finesse
After the deadline, reminders follow a customized multi-channel scenario:
Email,
SMS,
Simple mail,
or LRE (Lettre Recommandée Électronique – AR24).
If a customer makes a promise to pay or declares a dispute, the scenario is automatically suspended.
All actions are traced, dated and logged in the customer timeline.
For example, a historical customer receives a softer message, while a high-risk customer receives an AR24 electronic registered mail.
Litigation: automating the transition to legal proceedings
If the unpaid balance persists despite reminders, the Dispute module takes over:
The complete file(invoices, BL, exchanges, reminders) is forwarded to your bailiff or collection agency.
Legal follow-up is available on the platform.
You can automate the sending of a formal notice, with or without electronic registered mail.
Late payment interest & compensation: an immediate deterrent
The Penalties & Interest module automatically calculates :
The fixed indemnity of €40 (mandatory under the LME),
Interest on arrears at the rate specified in your General Terms and Conditions,
And generates a clear statement, attached to the last reminder or formal notice.
Result: a complete, legal and well-structured reminder is a strong incentive for prompt payment.
6. Disputes & promises to pay
On Aston AI, the processing of disputes and promises to pay is fully integrated into the platform.
1-click dispute notification :
From the invoice file, a dispute can be instantly declared.
The file is automatically enriched:
- exchanges with customers,
- supporting files (BL, e-mails, visuals, etc.),
- assigned internal staff (sales, marketing, accounting, etc.).
This centralization makes it easier to monitor and resolve blockages quickly.
Intelligent tracking of payment promises:
Customer promises are :
- dated and valued,
- automatically integrated into the cash flow forecast,
- and followed through to maturity.
Depending on whether or not commitments are met, customer scoring is dynamically adjusted.
7. Accelerated receipts
Each reminder sent out by Aston AI includes a secure payment link, directly clickable by the customer.
The user accesses a personalized online portal, without logins, where he or she can :
consult invoices,
monitor its disputes,
view dunning history,
and pay in one click using the payment solution of your choice.
Payments made are automatically reconciled in the customer follow-up system, avoiding lettering errors and duplicate reminders.
Aston AI is compatible with all major payment tools:
Stripe
GoCardless
PayZen
and other standard gateways (open API).
Case study :
A B2B company reduced its average DSO by 10 days
simply by including payment links in its dunning emails.
8. Real-time reporting & management
Aston AI offers fully-configurable dynamic dashboards.
They enable real-time monitoring of customer accounts, with both an operational and strategic vision.
Available indicators :
DSO overall, by company, portfolio or customer,
Detailed ageing balance,
Litigation in progress,
Active promises to pay,
Breakdown of automated vs. manual reminders.
Bonus function:
Reports can be sent automatically each week to the CFO,
in PDF or Excel format.
Integration with Power BI or other in-house tools is possible thanks to the open API.
9. Export & international compliance
Aston AI takes care of the specificities of export, to secure your international transactions from quotation to collection.
The platform automatically manages :
integration of Incoterms (EXW, FOB, DDP, etc.),
control of countries at risk or under embargo,
multi-currency billing with dual display (local currency + euro),
centralization of customs documents (certificates, attestations of origin, etc.),
and set up country- or zone-specific export terms and conditions.
Key benefit:
Your international sales are secure, customs-compliant,
and perfectly integrated into your global OTC process.
Key features at a glance
- Scoring & dynamic segmentation
- Customized reminder scenarios
- Litigation management & promises
- Litigation & Penalties modules
- Interactive customer portal
- Customizable dashboards
- ERP connection & import automation
- Integrated online payment and LRE
Aston AI benefits for your OTC
- Average reduction in DSO: -25 %
- Increase in cash collected : +30 %
- Fewer manual tasks : -80 %
- Improved customer relations: +15 % satisfaction
- Dispute handling : +50% faster
Why choose Aston AI?
- SaaS 100% cloud, intuitive and secure
- Integrated modules: scoring, litigation, dunning, portal, payment
- Compatible with all ERPs: SAP, Sage, Divalto, Cegid, etc.
- RGPD & LRE 2026 compliant
- Mobile application for boosting everywhere
- France-based support and personalized assistance
Aston AI transforms your accounts receivable by optimizing your Order To Cash processes
Find out more about Aston AI
Founded in 2011, ASTON AI, voted Fintech of the Year 2015, has revolutionized the receivables management market in ten years by offering a high-performance, simple, comprehensive and innovative platform. ASTON AI platforms benefit from 10 years of continuous technological development and an in-house R&D department dedicated to digital services.
