Use case · Finance

Chase overdue invoices without writing every reminder yourself

To follow up overdue invoices with AI agents, connect QuickBooks or Xero and Gmail to a Brainwrite bot. Twice a week it lists invoices past due, checks the email thread with each client, and drafts a reminder that fits how late the invoice is. Every reminder waits for your approval, and anything disputed comes to you instead.

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Overdue invoice follow-ups

Every Monday and Thursday, check QuickBooks for invoices more than 7 days overdue. For each one, read my latest Gmail thread with the client. If they have not replied about it, draft a reminder in my tone. If they promised a date or raised a problem, just tell me. Do not send anything.

Your Chief of Staff put a team on it

  • Atlas· Receivables checker
  • Sage· Reminder drafter
  • 7 invoices overdue, totalling 18,450; oldest is 41 days past due
  • Drafted: first reminder to Copperleaf for invoice 1042 (9 days), waiting for your approval
  • Drafted: second reminder to Osprey Dental for invoice 1031 (23 days), attaching the PDF
  • For you: Tallow Studio disputes two line items on invoice 1027; thread linked

DoneSaved as a routine: Mondays and Thursdays at 9:00. It starts paused until you turn it on.

An illustrated example. Your team works on your own files and apps.
Split scene: at 11:30 pm a freelance illustrator is exhausted at her desk; at 7:00 am she relaxes with tea beside AI agents Nova and Sage.
11:30 pmInvoices, emails, tomorrow's plan.
7:00 amOne page: what's done, what needs you.
NovaChief of Staff
7:40 am

Overdue invoice follow-ups: done. Nothing sent.

  1. 17 invoices overdue, totalling 18,450; oldest is 41 days past due
  2. 2Drafted: first reminder to Copperleaf for invoice 1042 (9 days), waiting for your approval
  3. 3Drafted: second reminder to Osprey Dental for invoice 1031 (23 days), attaching the PDF
2 bots on this job
Every reminder that is sent, after reading the draftWaiting for your yes

The job

Doing it yourself, and handing it off.

Doing it yourself

Chasing money is the job everyone puts off. You open the accounting app, sort by due date, and then search your inbox for each client to see whether they already replied, promised to pay, or raised a problem. Writing a firm but friendly reminder takes ten minutes each, so you send three and leave the rest. The invoices that slip furthest are the ones from clients you least want to annoy.

What the team does

  • List overdue invoices with amount, client, and days past due
  • Read the latest email thread with each client before drafting
  • Draft reminders that match how overdue the invoice is
  • Set aside invoices with a dispute or a payment promise for you

What waits for you

  • Every reminder that is sent, after reading the draft
  • How to handle disputes, payment plans, and late fees
  • Any change in the accounting app, such as recording a payment

The team

Who's on it.

Your Chief of Staff picks the specialists the job needs. Each has its own role, instructions, model, and app access.

  • AtlasIllustrated example

    Receivables checker

    Reads invoices and the aged receivables report in QuickBooks, or invoices in Xero, and lists what is overdue and by how long.

  • SageIllustrated example

    Reminder drafter

    Reads the client's recent email thread, then drafts a reminder in your tone, matched to how overdue the invoice is. Drafts only.

How it runs

A run, step by step.

  1. 01

    Connect the books and mail

    Connect QuickBooks or Xero with read tools, and Gmail so the drafter can read threads and create drafts.

  2. 02

    Set the tone ladder

    Tell the bot how a first, second, and final reminder should sound, and which clients you always handle yourself.

  3. 03

    Run it twice a week

    A routine lists overdue invoices, checks for replies or disputes, and drafts reminders for the rest.

  4. 04

    Approve and send

    Read each draft, edit, and approve. Disputed or promised payments come to you as notes, not drafts.

What you'll connect

Apps this job uses.

FAQ

Questions about Overdue invoice follow-ups

Will the AI email my clients about money without asking?

No. The bot drafts; sending through Gmail goes through an approval card unless you have allowed it. Keep the thread in Ask mode for this job. Disputes and payment promises are set aside for you rather than drafted, because those need a person's judgement.

Can it record payments or add late fees?

Recording a payment in QuickBooks or Xero waits for an approval card unless you allow it, and this job does not ask the bot to do it. Late fees, payment plans, and write-offs depend on your terms and local rules, so a person decides them, ideally with your accountant.

Does it work with Stripe or PayPal invoices?

For PayPal, yes: its connector can search and list invoices, and sending a PayPal invoice waits for your approval unless allowed. The Stripe connector reads customers, charges, and payouts, which helps confirm whether a payment arrived. Either way, reminders are drafted in Gmail and you approve each send.

Built on

Features this job relies on.

Keep going

Put a team on something else.

Give your first job to Brainwrite.

Download the app, connect the AI you already pay for, and tell your Chief of Staff what needs doing.

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