Automatically chase unpaid invoices until they're paid

The system tracks unpaid invoices and sends escalating reminders by email and messaging until payment comes in.

How the work actually flows

It repeats. Exactly one path is taken; repeats waits for next scheduled check; runs once per each unpaid invoice.

Pattern: Structured Loop (21) · Exclusive Choice (4) · Simple Merge (5) · Multiple Instances without Synchronization (12)

flowchart TD trig(["regular schedule check"]):::trigtime s0[["check tracker for unpaid invoices"]]:::mi s1["AI drafts reminder"]:::task s2["send reminder by email and messaging"]:::task trig --> s0 s1 --> s2 gx{"× how overdue is invoice"}:::gate s0 --> gx p00["draft polite reminder"]:::task gx -->|"newly overdue"| p00 p10["draft escalated reminder"]:::task gx -->|"long overdue"| p10 jn{"○ send reminder"}:::gate p00 --> jn p10 --> jn jn --> s1 lp{"invoice marked paid stops it"}:::gate s2 --> lp lp -. "waits for next scheduled check" .-> s0 lp -->|"finished"| out out[/"invoices paid faster"/]:::out pay{{"no manual payment follow-up"}}:::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 onlyPaths rejoinRepeat or finishResultPayoff
Build size
Advanced

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

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsImage & Media ProcessingSpreadsheet & Database OpsFinance & Accounting
Connects
Google SheetsOpenAIGmailTelegram

The problem it solves

Chasing late payments is awkward and easy to forget, especially when you're juggling everything else in the business. Invoices sit unpaid longer than they should because nobody has time to follow up consistently.

Who it fits

Small business owners and freelancers who invoice clients and need to stay on top of late payments.

How it works

  1. On a regular schedule, the system checks your invoice tracker for unpaid invoices
  2. AI drafts a polite reminder for invoices that are newly overdue
  3. It escalates the tone for invoices that stay unpaid longer
  4. Reminders are sent automatically by email and messaging
  5. Once an invoice is marked paid, reminders stop automatically
What you get

Unpaid invoices that get chased for you

Unpaid invoices from your clients get tracked and followed up with escalating reminders by email and text until payment arrives.

What you get

Automatic, escalating payment reminders sent to clients until an invoice is paid.

What you need

A Google Sheets account to track invoices, an OpenAI API key, an email account, and optionally Telegram or WhatsApp.

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

Back to the AI Playbook