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A common reason finance leaders delay switching AR platforms is the fear of a six-month IT project that consumes budget, drains the team, and delivers nothing for two quarters. But staying on a platform that still routes queue actions through your AR team costs you cash every day that manual matching, invoice resends, and follow-up replies consume capacity an AI agent could cover instead.
This guide gives you the steps to exit Tesorio, export your AR data, connect your ERP via API, run a parallel pilot that proves results before you cut over, and calculate the financial payback point. This guide structures the migration process to minimize disruption, not maximize vendor fees.
Tesorio delivers AI-powered collections automation, predictive analytics, and workflows that help teams prioritize which accounts need attention. The platform includes AI agents that send follow-ups, extract payment promises, and trigger real-time finance actions. But the question worth testing at your specific volume is how many interactions still require a human to approve, confirm, or initiate after the platform surfaces a recommendation, and whether that number changes as your account count grows.
Tesorio's interface includes approval checkpoints such as Accept or Reject on promise-to-pay recommendations and manual confirmation steps on certain actions. Whether those steps create friction at 500 accounts or at 5,000 is something your parallel-run pilot will tell you with more precision than any vendor comparison. Stuut also includes outbound voice calling as part of autonomous collections, a channel Tesorio doesn't publicly market. For industrial and distribution portfolios where phone contact is still standard practice, that capability difference is worth testing directly against your own customer mix.
The right moment to migrate is when one or more of these conditions is true: DSO has crept upward two consecutive quarters, your team ignores smaller customers because they lack the time to contact them, or month-end close is delayed by payment matching backlogs. Each condition points to a capacity ceiling that adding more workflow steps can't fix.
Stuut customers report two distinct outcomes across live deployments: A 40% average cash flow increase and a separate 37% average DSO reduction, both aggregated across the active customer base. To calculate your payback period, start with two numbers: The dollar value of invoices past 30 days and the fully-loaded annual cost of your AR team including salaries, benefits, and current software subscriptions.
PerkinElmer reduced overdue invoices from 50% to 15% in one year and collected $300M, per publicly available case information. Bishop Lifting achieved a $3M working capital improvement following its six-week go-live, with 91% of outbound communications handled autonomously by that point, per the Bishop Lifting case study. Unlike most AR platforms, Stuut's per-agent model doesn't add implementation or professional services fees to the first-year cost, which affects how quickly the investment pays back.
The Stuut onboarding process requires your AR Manager and ERP Administrator to provide API credentials and answer workflow configuration questions. IT doesn't build integrations, configure middleware, or write custom code. Your ERP configuration, chart of accounts, and customer portals stay exactly as they are. Standard ERP environments typically complete onboarding within 3 to 4 days. Environments with heavy customization, such as custom invoice numbering schemes, multi-subsidiary GL structures, or non-standard payment term configurations, may extend onboarding closer to the full 6 to 10 day window for additional mapping and testing.
Review your Tesorio master services agreement for early termination provisions before initiating any migration activity. Most SaaS subscriptions renew automatically for additional one-year periods unless either party provides written non-renewal notice at least 30 days before the current term expires. Missing that notice window typically locks you into another full year.
Budget for a period of overlapping subscriptions while running a parallel validation period. Factor this into your migration TCO calculation alongside any data extraction steps.
Identify your contract end date and work backward from your target Stuut go-live. If your Tesorio renewal is 60 days away and your Stuut go-live takes 6 to 10 days, you have enough time to validate results before the 30-day non-renewal deadline. Submit your non-renewal notice in writing through the channel specified in your contract and confirm receipt. Keep a record of the date.
Export these data sets before initiating the Stuut API connection:
Notify three internal groups before initiating the migration: Your AR team, your Controller, and your IT team. A one-page migration plan covering the timeline, their role, and what changes on day one is sufficient. AR teams that understand their role is shifting to oversight, not elimination, adapt faster and support the transition rather than resist it.
Tesorio's forecasting logic uses historical payment patterns and predictive models to project cash positions. Export as much transaction-level payment history as you have available, because Stuut's self-learning intelligence will build predictive payment pattern models from that history continuously through use.
Document your current forecast assumptions separately: Which customer segments you treat as high-risk, which accounts you flag for early outreach, and which payment terms customers routinely stretch. This context helps us configure Stuut's agent parameters accurately from day one.
Choose between two export methods based on your volume and technical capacity:
API bulk export requires provisioning access, while CSV export typically works for most fields without API setup. Regardless of method, cleanse the data before import: Remove duplicate customer records, standardize company name formats, and verify that invoice numbers follow the consistent format your ERP uses. Invoice number consistency is critical for accurate cash application matches during the first weeks of operation.
Map your aging buckets explicitly during data import: 0-30, 31-60, 61-90, and 90+ days. Stuut uses this aging data to prioritize autonomous outreach. Clean aging data at go-live helps the agent apply portfolio-specific urgency rules from day one.
Document your current collection workflow in plain terms before configuration: Which accounts receive proactive outreach before their due date, which customers prefer email versus phone, and which accounts require escalation after two missed follow-ups. This becomes the instruction set for the Stuut agent, and collection rules that lived in your team's heads convert directly into autonomous agent parameters that execute without human prompting.
Connecting Stuut to your ERP requires API credentials, not an IT project. Your ERP Administrator provisions read and write access for the specific objects Stuut needs: Customer records, open invoices, payment transactions, and the AR subledger. Stuut reads invoice data from the ERP and writes cash application entries back in real time, with no overnight batch syncs, no manual file uploads, and no changes to your GL configuration or chart of accounts. Standard SAP, Oracle, NetSuite, and Dynamics environments complete API connection in 3 to 4 days. Customized environments follow the extended timeline outlined in the Team capacity section above.
Segment your customer portfolio by account value, payment history, and preferred communication channel. High-value strategic accounts may require human review before the agent sends escalation outreach. Smaller tail accounts benefit most from fully autonomous coverage because your AR team previously had no time to contact them at all. Stuut enables teams to scale coverage from hundreds to thousands of accounts without adding headcount by handling the full volume of tail account outreach autonomously.
Set outreach timing rules based on your standard payment terms. For Net 30 accounts, Stuut triggers proactive outreach before invoices go overdue to catch them early. For customers with a documented pattern of paying later than their stated terms, Stuut learns that pattern through use and adjusts outreach timing automatically without requiring manual rule updates. Results improve continuously as the agent processes more interactions from your specific customer portfolio.
Confirm team access and permissions with your Stuut onboarding contact before go-live. Stuut maintains a complete audit trail of every customer interaction and payment, posting to your ERP in real time to preserve the system-of-record integrity your Controller requires. Stuut is SOC 2 certified and GDPR compliant, with ISO 27001 and HIPAA compliance in progress. Stuut double-encrypts customer PII through a partnership with Skyflow. Confirm your specific compliance requirements with our security team during onboarding, particularly if you operate in regulated industries.
Stuut's cash application algorithm reconciles three data sources simultaneously: The incoming payment, the remittance advice, and the open invoice record in your ERP. It handles exact payments, partial payments, short-pays, overpayments, and bulk wire transfers covering multiple invoices. When a Stripe batch deposit covers 100 individual payments, the algorithm breaks that deposit into sub-payments and matches each one to the corresponding open invoice. Exceptions that fall below the confidence threshold trigger automated customer outreach for remittance details rather than routing to a human queue, eliminating the payment matching backlog that delays month-end close.
Run both platforms simultaneously for two to four weeks, long enough to capture a full billing and payment cycle for your standard payment terms. This window gives you enough transaction volume to validate that Stuut is matching payments correctly, posting to the ERP without errors, and contacting customers at the right time and through the right channel before you commit to full cutover.
Select a cross-section of accounts that reflects the diversity of your portfolio. Include:
Track these four metrics during the parallel period to establish whether Stuut outperforms your Tesorio baseline:
The DSO improvement checklist approach gives you a structured framework for tracking these KPIs across the parallel period. A successful pilot should show directional improvement on key metrics before you commit to full cutover.
Complete these validation steps before deactivating Tesorio:
Follow this cutover sequence to complete the migration:
Monitor these metrics for the first 30 days post-cutover:
The platform's self-learning models improve accuracy as they process more interactions from your specific customer portfolio.
A comprehensive cost comparison covers three components: Software subscription, implementation costs, and AR team labor.
Stuut charges no implementation or professional services fees, which removes a cost component that competitors routinely add to the first-year TCO. Request a full 24-month TCO model from our sales team with your transaction volume and ERP environment details to produce a precise comparison.
Bishop Lifting, an industrial equipment company with 45 branches processing 1,000 invoices per day, reached full go-live in six weeks and reduced overdue receivables by 35%, achieving a $3M working capital improvement following that go-live. The AR team managed 50% more accounts per employee without adding headcount. PerkinElmer reduced overdue invoices from 50% to 15% within the first year, collecting $300M in cash and enabling the finance team to support two acquisitions through improved cash flow. Both results reflect autonomous coverage of the full portfolio, including tail accounts and proactive outreach via email and voice before invoices age, without requiring AR team members to work through a recommendation queue to initiate each action.
Eliminating 70% of manual tasks from your AR team's workload doesn't mean reducing headcount. It means the same team manages more accounts at a higher quality level. AR specialists who previously spent hours matching payments and sending reminder emails can redirect that time to white-glove service for top accounts and complex deduction disputes that require negotiation and judgment. That capacity shift drives measurable improvements in customer relationships and dispute resolution speed, on top of the direct cash flow gains from autonomous collections coverage.
The migration progresses through four phases: API credential provisioning and initial ERP connection, followed by data mapping and customer record validation, then business rule configuration, and finally user acceptance testing, pilot activation, and first autonomous outreach. Heavily customized ERP environments or multi-ERP setups can extend this window, but the work involved is configuration, not custom development. No custom coding is required at any stage.
Every customer interaction, payment application, and communication the Stuut agent handles posts to your ERP in real time. Your ERP remains the system of record, and Stuut writes back to it rather than replacing it. Controllers reviewing month-end reconciliation see cash application entries that trace directly to the originating transaction and the specific matching decision the algorithm made. The agent routes items requiring judgment to a human reviewer. Confirm data residency and retention policies with our compliance team during evaluation, particularly for operations subject to GDPR or sector-specific data handling requirements.
Structure your initial engagement with a defined pilot scope, specific performance KPIs, and a clear exit point if those KPIs aren't met. A pilot on a defined account set with DSO and overdue invoice reduction targets set in advance gives you a clean decision point. If results don't meet agreed thresholds, you exit with no long-term commitment and your Tesorio subscription still active. A failed six-month implementation is a career event. A failed 10-day pilot is a learning data point. Ask our sales team for a formal pilot structure with performance SLAs before signing. Transparent vendors will provide this without hesitation.
IT's involvement is limited to provisioning API credentials for the ERP objects Stuut needs to read and write. IT doesn't write custom integration code, configure middleware, or modify the ERP. Your ERP Administrator handles this in a few hours. Your IT team doesn't become the bottleneck or the long-term owner of the integration, because our API-native design means we maintain and update the connection at the platform level.
Book a demo with our team to review a custom migration timeline, pilot structure, and ROI projection based on your specific ERP environment and transaction volume.
Standard API onboarding for SAP, Oracle, NetSuite, or Dynamics environments takes 3 to 4 days. Full go-live including business rule configuration and first autonomous outreach completes within 6 to 10 days total. Heavily customized ERP environments may require the full 10-day window for additional mapping and testing.
Export customer master records, open invoices with aging detail in 0-30, 31-60, 61-90, and 90+ day buckets, minimum 12 months of transaction-level payment history, and communication logs with promise-to-pay dates. CSV export works for most portfolios, while API bulk export is faster for high-volume environments.
No. Stuut connects via API credentials your IT team provisions, reads invoice and customer data from the ERP, and writes cash application entries back in real time. Your GL configuration, chart of accounts, and existing customer portals aren't modified, and no custom integration development is required.
Stuut targets a 95%+ automated cash application match rate across partial payments, exact matches, short-pays, overpayments, and bulk deposits. Match rates improve over time as the self-learning algorithm builds remittance pattern models specific to your customer portfolio. Exceptions below the confidence threshold trigger automated customer outreach for remittance details rather than routing to a human queue.
Autonomous collections: The AI agent executes routine collection tasks across the full portfolio, including outbound customer contact, follow-up reminders, payment confirmation requests, and promise-to-pay date logging, and answers invoice questions without requiring a human to initiate or complete each action. Situations requiring negotiation, complex dispute resolution, or legal escalation route to a human reviewer, as do exceptions that fall below configured confidence thresholds.
Cash application match rate: The percentage of incoming payments the system matches to open invoices automatically without manual intervention. Stuut targets a 95%+ match rate by parsing remittance data from bank accounts, lockboxes, and digital payment rails, handling partial payments, short-pays, and bulk deposits.
API integration: A connection between two software systems using programmatic interfaces that allows real-time data exchange without file uploads or manual exports. Stuut's ERP integration uses API credentials to read invoice data and write cash application entries back to the ERP subledger in real time.
Parallel run: A migration risk mitigation approach where both the legacy system and the new system operate simultaneously on a defined subset of accounts. Running parallel validates data integrity and performance before full cutover, reducing the likelihood of operational disruption.
