Safe AI & Security

Safe AI, on your ledger.Exactly how it works.

The architecture, the controls you hold, what we read and never touch, and what happens at every step of sign-up — in plain English.

Start 2 weeks free

Two weeks free. £1 card check, refunded. Nothing is sent to your customers. Switch off before day 14 and you pay nothing.

Read-only Xero access
Emails go from your own mailbox
You see every conversation
Nothing is sent until you switch it on

Why each invoice is unpaidRead-only

INV-1042Missing purchase orderPO requested from the buyerResolved

INV-1057Reference mismatchPayment matched to invoiceResolved

INV-1063Dispute in customer replyHeld — reminders pausedYour approval

INV-1071Due in 3 daysEarly reminder, from your mailboxSent

Illustrative example — not customer data.

In short

Is the AI safe to use on my ledger?

The AI proposes and your rules decide. Every email passes seven send controls, goes from your own mailbox and is traced to the decision behind it. A person decides every exception, and the day-90 notice always waits for you. 95.4% of decisions were consistent with our written policy across 3,248 cases.

Safe AI

AI that works only inside your rules. A person owns every exception.

Here is exactly how a decision moves through collects.io, from your ledger to your customer's inbox — and where you stay in control.

The architecture, step by step

1Your Xero ledgerRead-only connection. We read invoices, contacts, credit terms and payments. We never write to your ledger.
2Your mailboxReplies, remittances and disputes matched to the invoices on your ledger.
3The AI proposesIt works out why each invoice is unpaid and what to do next.
4The rules engine appliesYour rules decide what happens. Every message must clear seven send controls, in order, before it can go.
5A person decides the exceptionsAnything above set confidence or risk thresholds comes to your team. The day-90 formal notice always waits for an owner or admin.
6Sent from your own mailboxYour customers hear from you, not a bot. Every email traces back to the decision and the invoice behind it.

Every action logged. Written to an append-only audit log that cannot be edited — not even by our own service accounts.

Your data is held in UK data centres (AWS London, Supabase UK). A few named suppliers process it elsewhere under UK transfer safeguards — see Sub-processors.

Never trained on your data. Our models learn only from synthetic invoices we generate ourselves.

You stay in control — at every level

Seven send controls, checked in this order before anything reaches a customer

1Global stop
2Customer pause
3Rule pause
4Frequency cap
5Weekends and UK bank holidays
6Do Not Disturb
7Opt-out

Your organisation

Limits, weekends and bank holidays

Sending limits apply from day one. No emails are sent at weekends, or on UK bank holidays if you switch this on. A reminder that falls on one of those days waits for the next allowed day. Every action is logged.

Each customer

Do Not Disturb

Switch on Do Not Disturb and every invoice for that customer stops, with your reason logged. A new customer waits for you to confirm its risk segment before anything is sent.

Each invoice

Pause, dispute, promise

Pause reminders on one invoice, with a logged reason. Log a dispute, a promise to pay or a payment plan and reminders hold off on their own; a missed promise comes back to you. An invoice that fails a pre-send check is held until it's fixed.

Escalation

The final say is yours

Review tasks at day 14 and day 60. At day 90 the formal notice waits for an owner or admin to approve it — a permanent human gate. Reject it and the engine stands down.

Nothing is sent to your customers on Visibility. On Collect, nothing is sent until you switch sending on.

What we read from Xero, and each step of sign-up →

95.4%

of collections decisions consistent with our written policy

3,248 cases · 95% CI 94.6–96.1

43.5 years

of a credit controller's workload, trained into our AI

1,740,000 synthetic invoices ÷ 40,000 invoices per controller a year (APQC)

What we read, and what we never touch

Your Xero ledger, read-only

We read invoices, contacts, credit terms and payments from the Xero organisation you choose. We never write to your ledger.

Your email: what we use it for

We use your mailbox to match replies, remittances and disputes to the invoices on your ledger, and to send reminders from your own address. What we keep from a connected mailbox, and for how long, is in our privacy policy.

Never used to train our models

Your ledger is used to run your account. Our models learn from synthetic invoices we generate ourselves.

Certification

Where we are, stated plainly

Working towards ISO 27001, ISO 9001 and ISO 42001, target Q1 2027
Xero App Partner certification: in progress
Sub-processor list and Data Processing Agreement: linked in the footer of every page
UK company: Collect Solutions Ltd, company no. 16931356

Download our security pack

The method papers in one ZIP: capability, performance, security and customer value.

See it on your own ledger, read-only.