Send automatic invoice follow-up emails at the right time

Checks unpaid invoices daily and drafts a tactfully worded follow-up email at just the right moment.

How the work actually flows

It branches. Exactly one path is taken; runs once per each overdue invoice.

Pattern: Multiple Instances without Synchronization (12) · Exclusive Choice (4)

flowchart TD trig(["invoice tracker checked daily"]):::trigtime s0[["flag overdue invoice"]]:::mi s1["review recent email threads"]:::task s2["AI decides on follow-up"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"× is follow-up needed"}:::gate s2 --> gx p00["draft follow-up email"]:::task gx -->|"needed"| p00 p10["no email drafted"]:::task gx -->|"not needed"| p10 p00 --> out p10 --> out out[/"ready to send follow-up draft"/]:::out pay{{"invoices chased without awkwardness"}}:::pay out --> pay 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 stepRuns once per itemOne path onlyResultPayoff
Build size
Advanced

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

Business functions
Email AutomationImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
GmailGoogle SheetsOpenAI
Featured in

The problem it solves

Chasing unpaid invoices is awkward and easy to put off, so reminders go out late or not at all. You also don't want to nag a client who already replied, but keeping track of every conversation by hand takes real effort.

Who it fits

Small business owners who invoice clients directly and don't have a dedicated finance team.

How it works

  1. Your invoice tracker is checked on a schedule
  2. Invoices that are 7, 14, 21, or 28 days old are flagged for follow-up
  3. Recent Gmail threads with that client are reviewed
  4. AI decides whether a follow-up is needed and picks the right tone
  5. A tailored follow-up email is drafted in Gmail for you to send
What you get

Follow-up drafts ready to send

You get a tactfully worded follow-up email drafted in Gmail exactly when an unpaid invoice needs a nudge.

What you get

A ready-to-send Gmail draft with the right follow-up message for each overdue invoice.

What you need

A Google Workspace account and an OpenAI API key.

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

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