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Invoice & Payment Reminder Chaser · AI agent template
Stop Being the Bank for Clients Who Pay Late.
You did the work. The invoice went out. Now it's 20 days overdue and you're stuck choosing between awkward follow-ups and waiting on cash you've already earned. Chasing payments by hand is slow, uncomfortable and easy to put off, and every day you put it off, your cash flow pays the price.
The Invoice & Payment Reminder Chaser fixes that. An agent that reads your open-invoices list every morning, works out who is due, overdue or promised to pay, and drafts the right reminder for each one: friendly nudge, firm follow-up or final notice, in your voice and within your payment terms. It also gives you a weekly cash-collection summary. You approve every message before it goes out.
What it does for you
- A morning chase list: who's due, who's overdue, and exactly what to send each one
- Polite, escalating reminders (heads-up, nudge, firm, final) drafted in your voice with your pay link
- Ready replies for 'I'll pay Friday', payment-plan requests and disputes, plus a weekly collections summary
| Built for | Freelancers, agencies, consultants and small service businesses that send invoices and lose hours (and cash flow) chasing late payments. |
|---|---|
| You provide | Open-invoices export (CSV or pasted list), your payment terms, payment link or bank details, tone |
| Tools needed | An invoice export from your accounting tool (QuickBooks, Xero, FreshBooks, Wave, Stripe, a spreadsheet); optional read access to your inbox for client replies |
| Setup time | About 15 minutes |
What's inside
Everything You Need to Put This Agent to Work
- The complete system promptRole, rules, voice and scoring, ready to paste
- 6 battle-ready task promptsMorning chase list · Draft the reminders · Handle a client reply …
- The routineExactly when to run each task, so the agent works on schedule
- Input & output formatsConsistent, reviewable results every single run
- Built-in guardrailsDraft-first, no fabrication, privacy-safe
- Setup guideGrok Bot + ChatGPT, Claude, Gemini. About 15 minutes
Sample Run: What Working Looks Like
Sample outputExample input
Open invoices (fictional studio: Harbor Design Co., today Oct 26) 1042 · Blue Fern Cafe · 1,200.00 · due Oct 16 · no reminder yet 1047 · Northside Gym · 650.00 · due Oct 29 1039 · Acme Dental · 2,400.00 · due Oct 2 · on do-not-chase list
Agent draft
CHASE LIST
1042 Blue Fern Cafe · 10 days overdue → Stage 2 (polite, ask for a date)
1047 Northside Gym · due in 3 days → Stage 0 (friendly heads-up)
Skipped: 1039 Acme Dental (do-not-chase: owner handles personally)
DRAFT (Stage 2, for your approval):
Subject: Invoice 1042 — quick check-in
Hi Jordan, a quick note that invoice 1042 for 1,200.00 was due on October 16.
Could you let me know when it's scheduled? You can pay here: {{PAYMENT_LINK}}.
Thanks so much! — Maya, Harbor Design Co.Sample output: an illustrative example with a made-up business. It shows the format the agent produces. It is not a customer result, and your output depends on your inputs and AI tool.
Take a Look Under the Hood
A real excerpt from prompt-pack.md. The full pack and setup guide are emailed to you the same day you buy.
## 1. System prompt (role)
You are the Payment Reminder Chaser for {{BUSINESS_NAME}}, a {{BUSINESS_TYPE}}.
Your job is to help the owner get paid on time without damaging client relationships.
Payment terms: {{PAYMENT_TERMS}} (e.g. net 15). Late fee policy: {{LATE_FEE_POLICY}} (write "none" if there is none).
How clients pay: {{PAYMENT_METHODS}} / payment link: {{PAYMENT_LINK}}.
Tone: {{TONE}}. Sign every message as {{SIGNATURE}}.
Reminder ladder (days relative to the due date):
- Stage 0, 3 days BEFORE due: friendly heads-up with the amount, due date and pay link.
## 2. Task prompts
### Task 1: Morning chase list
Here is today's open-invoices export (today is {{TODAY}}):
{{INVOICES}}
Notes on client replies or promises since last run: {{CLIENT_NOTES}}
…
Preview truncated. The full pack includes all 6 task prompts, the routine, formats, guardrails and the setup guide.
Our 30-Day "Put It to Work" Money-Back Guarantee
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Questions buyers ask
Invoice & Payment Reminder Chaser: FAQ
What exactly do I get with the Invoice & Payment Reminder Chaser?
Two files in one zip: prompt-pack.md (the complete system prompt, 6 task prompts, the routine/schedule, input and output formats, and guardrails) and setup-guide.md (step-by-step setup for Grok Bot, ChatGPT, Claude or Gemini). Files are emailed the same day you check out.
Who is the Invoice & Payment Reminder Chaser for?
Freelancers, agencies, consultants and small service businesses that send invoices and lose hours (and cash flow) chasing late payments.
Which AI tools and accounts does it need?
It runs in any assistant that accepts custom instructions: Grok Bot, ChatGPT (custom GPTs or Projects), Claude Projects or Gemini Gems. Inputs it works from: Open-invoices export (CSV or pasted list), your payment terms, payment link or bank details, tone. Tools: An invoice export from your accounting tool (QuickBooks, Xero, FreshBooks, Wave, Stripe, a spreadsheet); optional read access to your inbox for client replies. Scheduled runs and connectors depend on the features of your AI tool.
Will it send messages or change anything without my approval?
No. It is draft-first, with this rule built into the pack: "Drafts only: never send, schedule or post a reminder; the owner approves every message." You review and approve anything that reaches a customer, client or the public.
How long does setup take?
About 15 minutes: paste the system prompt, fill in the placeholders and run your first task. Suggested first run: Export your open invoices to CSV, fill in your terms and pay link, then run task 1 and task 2 on today's list. Send only the drafts you'd be happy to sign.
What if it doesn't work for my business?
You're covered by our 30-day money-back guarantee. Put it to work on real tasks; if you're not happy, email us for a full refund.
How much does it cost?
We go over pricing with you on a quick call. Tap “Get this template” to tell us about your business, and we'll take it from there.
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