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.

How the work actually flows

It repeats. Exactly one path is taken; repeats recheck status after reminder; a person is alerted when a step fails.

Pattern: Structured Loop (21) · Exclusive Choice (4)

flowchart TD trig[\"new billing row added"\]:::trigdata s0["create PDF invoice"]:::task s1["check payment status"]:::svc s2["send reminder email"]:::task s3["alert team if overdue"]:::svc s4[("update spreadsheet status")]:::store trig --> s0 s0 --> s1 s3 --> s4 gx{"× is invoice still unpaid"}:::gate s1 --> gx p00["send reminder"]:::task gx -->|"still unpaid"| p00 p10["alert team"]:::task gx -->|"overdue"| p10 p11["update status"]:::task p10 --> p11 p00 --> s2 p11 --> s2 lp{"invoice marked paid"}:::gate s2 --> lp lp -. "recheck status after reminder" .-> s1 lp -->|"finished"| s3 out[/"invoice paid and tracked"/]:::out pay{{"faster collections with less 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 sheetOne path onlyRepeat or finishResultPayoff
Build size
Advanced

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

Business functions
Email AutomationMessaging & NotificationsImage & Media ProcessingSpreadsheet & Database OpsScheduling & CalendarFinance & Accounting
Connects
Google SheetsGoogle DocsGmailStripeSlack
Featured in

The problem it solves

Chasing down unpaid invoices means checking payment status by hand, remembering when to follow up, and writing the same reminder emails over and over. Miss a follow-up and you wait even longer to get paid.

Who it fits

Small business owners and finance teams who send invoices regularly and want to stay on top of collections.

How it works

  1. Triggers when new billing details are added to a spreadsheet
  2. A professional PDF invoice is created automatically from a template
  3. The system checks the payment gateway for real-time payment status
  4. It sends polite reminders before the due date and firmer ones after, only if still unpaid
  5. Overdue invoices trigger a team alert and the spreadsheet status updates automatically
Quick estimate

Revenue this recovers

Only money already in front of your business. No uplift assumptions.

per month
$
per month
per month
0Invoices recovered per month
0Revenue recovered per year

You decide how many written-off invoices consistent reminders would recover. Invoices that would have been paid late anyway are not counted as recovered.

What you get

A generated invoice, automatic reminder emails, and an always-current payment status in your spreadsheet.

What you need

A Google Workspace account, a payment gateway like Stripe, 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

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