Follow up on overdue invoices automatically by email

Finds overdue invoices, checks if you've already talked to the client, and drafts a polite follow-up email for you to send.

How the work actually flows

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

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

flowchart TD trig(["daily overdue invoice check"]):::trigtime s0[["search Gmail for recent contact"]]:::mi s1["check if already contacted"]:::task trig --> s0 s0 --> s1 gx{"× contacted within last 72 hours"}:::gate s1 --> gx p00["skip follow-up"]:::task gx -->|"already contacted"| p00 p10["draft follow-up email"]:::task gx -->|"not yet contacted"| p10 p11["save draft in Gmail"]:::task p10 --> p11 p00 --> out p11 --> out out[/"follow-up drafts waiting in Gmail"/]:::out pay{{"collections 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
Google SheetsGmailOpenAI

The problem it solves

Chasing clients for unpaid invoices is awkward and easy to forget, especially when you're juggling a dozen other things. You either follow up too aggressively and annoy a good client, or you let it slide and your cash flow suffers.

Who it fits

Small business owners and freelancers who manage their own invoicing and collections.

How it works

  1. The system checks your invoice tracking sheet every day for accounts that are 7, 14, 21, or 28 days overdue
  2. It searches your Gmail to make sure you haven't already messaged that client in the last 72 hours
  3. AI reads the past conversation and drafts a polite, personalized follow-up email
  4. The draft is saved directly in your Gmail so you can review and send it yourself
What you get

Follow-up emails you still review before sending

You get a ready-to-send follow-up drafted for every overdue invoice, personalized to the client.

What you get

A ready-to-send follow-up email draft in Gmail for each overdue account.

What you need

A Google Sheets account, a Gmail 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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