Track invoices and automatically chase late payments by email

It logs invoices, emails reminders as they age, and alerts your team on Slack when accounts go to collections.

How the work actually flows

It repeats. Repeats daily recheck of unpaid invoices; a person is alerted when a step fails.

Pattern: Sequence (1) · Structured Loop (21) · Transient Trigger (23)

flowchart TD trig>"new order comes in"]:::trig s0[("invoice saved to spreadsheet")]:::store s1["invoice emailed to client"]:::svc s2["overdue check runs daily"]:::task s3["reminder emails escalate"]:::svc s4["Slack alert for collections"]:::svc trig --> s0 s0 --> s1 s1 --> s2 s2 --> s3 lp{"invoice paid or escalated to collections"}:::gate s3 --> lp lp -. "daily recheck of unpaid invoices" .-> s2 lp -->|"finished"| s4 out[/"invoices tracked with automatic escalation"/]:::out pay{{"gets paid faster without manual chasing"}}:::pay s4 --> out out --> pay esc(("Alerts a person")):::human s2 -. "if it fails" .-> esc esc -.-> out classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personA record or sheetRepeat or finishResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationMessaging & NotificationsImage & Media ProcessingSpreadsheet & Database OpsAPI & Webhook IntegrationScheduling & CalendarFinance & Accounting
Connects
GmailGoogle SheetsSlack

The problem it solves

Chasing unpaid invoices manually means remembering who owes what, drafting reminder after reminder, and deciding when to escalate. Things slip through and payments arrive late, if at all.

Who it fits

Freelancers, agencies, and small businesses tracking their own receivables.

How it works

  1. A new order comes in and the invoice is calculated and saved to a spreadsheet
  2. The invoice is emailed to the client with a payment link
  3. Each day, unpaid invoices are checked for how overdue they are
  4. Reminder emails escalate from friendly to urgent as time passes
  5. Your team gets a Slack alert when an account needs collections follow-up
What you get

Late payments that arrive without an awkward call

Every invoice gets tracked, reminder emails go out automatically as they age, and your team hears on Slack the moment an account needs attention.

What you get

An up-to-date invoice tracker with automatic reminder emails and a Slack alert for accounts needing collections.

What you need

A Google Workspace account, a Gmail account, and a Slack workspace.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Automatically create invoices and send smart payment reminders

Creates a PDF invoice, tracks whether it's been paid, and sends reminders automatically until it is.

Advanced

Chase overdue invoices automatically with AI-written reminders

Drafts personalized reminder emails for overdue invoices, logs everything, and alerts your accountant.

Advanced

Match invoices to purchase orders automatically before you pay

Compares each invoice against its purchase order and delivery receipt, then flags mismatches before money goes out.

Advanced

Generate and track invoices automatically when a deal closes

When a HubSpot deal closes, this creates an invoice, emails it, tracks payment, and alerts your team if it's late.

Advanced
Back to the AI Playbook