Smarter Week

How to automate it

How to automate “send payment reminders to customers who owe us”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

40 min
typically, a few times a week
75%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Turn on automatic payment reminders

Your invoicing tool can send polite reminders before and after the due date, so you only call the accounts that really need a person.

Typically saves about 60% of the time45 min to set up
  1. 1Turn on reminders in QuickBooks Online, Xero or NetSuite, or use Chaser, Upflow, Tesorio or Versapay.
  2. 2Set a schedule: 3 days before due, on the due date, 7 and 21 days after.
  3. 3Add a pay-now link (card or ACH) to every invoice and reminder.
  4. 4Exclude key accounts you prefer to handle personally.

Tools: QuickBooks Online · Xero · NetSuite · Chaser · Upflow · Tesorio · Versapay

Fix 2 of 2

AI

Have AI write the harder collection emails

For overdue accounts that need a personal note, AI drafts a firm but friendly message from the account history.

Typically saves about 40% of the time5 min to set up
  1. 1Pull the open invoices and any past promises to pay.
  2. 2Paste them with the prompt below.
  3. 3Edit the tone for the relationship and send.
Prompt to copy
Write a collection email to [CUSTOMER CONTACT] at [COMPANY]. Overdue invoices: [LIST NUMBERS, AMOUNTS, DUE DATES]. History: [PAST PROMISES OR DISPUTES]. Tone: [FRIENDLY / FIRM / FINAL NOTICE]. Ask for a specific payment date and offer [PAYMENT PLAN OR NONE]. Keep it under 150 words. Do not threaten anything I have not listed.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account)

Quick wins

Have you tried…

Does your invoicing tool send payment reminders to customers automatically?
Most invoicing tools can email polite reminders before and after the due date with a pay-now link. You only chase the accounts that still do not pay.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

AP / AR specialist

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Other common tasks for AP / AR specialists