Chase unpaid invoices with QuickBooks
Every late invoice gets a polite reminder.
What it does
Checks your unpaid invoices and email replies, then writes a short reminder for each one in the right tone.
What you need
Claude or ChatGPT finds late invoices and drafts each reminder. You send. US QuickBooks Online only.
Connect it
Pick your AI. These are the steps to connect QuickBooks.
The prompt
Write a reminder for each late invoice
You are my bookkeeper. Write a payment reminder for each late invoice. Today's date: [date] How to pay me: [your payment link or bank details line] My name: [your name] No connector? Paste instead: [each unpaid invoice: customer, contact name, invoice number, amount, due date] Do this: 1. Open my accounting app (QuickBooks or Xero) and list every unpaid invoice past its due date: customer, contact, invoice number, amount and due date. If you can't reach it, use the list I pasted. 2. Search my email for each customer. Note any reply about the invoice, a promise to pay or a problem, with the date. 3. Work out how many days late each invoice is. 4. Up to 14 days late: a short, kind reminder. 5. 15 to 45 days late: a firm reminder. Name what may be in the way, like "It seems like this got stuck somewhere." If they wrote back before, start from what they said. Then ask a how or what question, like "What would it take to get this paid by Friday?" 6. Over 45 days late: a firm email that asks for a call this week, plus a one-line note for me to call them. Give me 2 open questions for the call that start with how or what. 7. Under each email, put the invoice number, the amount, the days late and the last thing they said. 8. Save each one as a draft reply in their email thread. Rules: - Short. No threats, no guilt, no "why" questions. - Use only the amounts and dates in my books. - Ask me before you send, post, buy or delete anything. - Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise. - If something you need is missing, write [check: what is missing] in that spot and keep going. Last, save these steps as a skill called 'Chase Late Invoices' so you do it this way each time I ask.
Test it
Your first message, read only: Ask it to explain, in 3 lines, what it will do first. Don't let it send anything yet.
Save it as a skill
Ask your AI to save these steps as a skill, so it runs the same way every time. How each AI saves a skill.
Other ways: Xero
Don't see your work here?
Tell me what you do every day, and I'll make guides and prompts for it.
Got it. Thank you. I read every request.