Chase overdue invoices with polite drafts you approve
Twice a week the Bot checks QuickBooks Online for unpaid invoices, drafts a follow-up that matches how late each one is, and leaves every email on a draft card for you to send.
What the Bot is set up to do
- Connect QuickBooks Online, which Grok Bot added on October 11, 2026, and the email account your invoices come from.
- Describe your tone for each stage: friendly at first, firmer after two weeks, and a phone call from you after 45 days.
- Add a routine for Tuesday and Thursday mornings. Sending stays behind draft cards.
Prompt
Every Tuesday and Thursday at 9am, check QuickBooks Online for invoices that are past due.
For each one, find the last email thread with that client and draft a follow-up from [email address] in my voice:
- 1–14 days late: a friendly reminder with the invoice number, amount, due date and payment link
- 15–44 days late: firmer, and ask when they expect to pay
- 45 or more days late: don't draft. Add it to a list for me to call.
Skip any client tagged [do-not-chase] and anything I've noted as disputed.
Send me a table: client, invoice, amount, days late, action taken. Total the overdue amount at the bottom and show the sum.Before you run it
- Check each amount against QuickBooks before sending. A reminder that quotes the wrong figure does more damage than a late one.
Business fit
Who this helps, and how:
- AgenciesAgencies and freelancers get paid sooner without writing awkward reminder emails from scratch.
- Local & serviceBusinesses that invoice after the job send reminders on a schedule, not when someone remembers.
- Solo foundersOwners see the total owed to them twice a week, with the math shown.
- StartupsB2B startups keep receivables moving without a finance hire.
How to adapt it
Match the stages to your payment terms. Businesses on net-30 terms may want the first reminder at day 3.
If you invoice from Xero or Stripe instead, name that tool and keep the same stages.
Add a thank-you draft when an invoice gets paid after a reminder. It keeps the relationship warm.