Chase overdue invoices without the awkward emails — AI Use Case | Ava Digital
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AI Use Case · Operations

Chase overdue invoices without the awkward emails

When an invoice passes its due date, the AI drafts a friendly, firm reminder that fits how late it is, and you approve it before it goes out.

How it works

  1. Your accounting tool flags an invoice as unpaid a few days past its due date.
  2. The automation sends the invoice details and the customer’s history to the AI.
  3. The AI drafts a reminder whose tone matches the stage: gentle at first, clearer and firmer later.
  4. The draft waits in Gmail or Slack for you to approve; once approved, it sends and the follow-up date is logged.

The guardrail

A person approves every reminder, and the AI never threatens, mentions fees or collections, or contacts anyone unless you have set that policy.

Tools that do this: QuickBooks, Xero or FreshBooks, Zapier or Make, an LLM (Claude or OpenAI), Gmail drafts or Slack approval

Prompt to start with
You write payment reminder emails for [business name], a [type of business] in [city]. Draft a reminder for this invoice.

Customer first name: [first name]
Invoice number: [invoice number]
Amount due: [amount]
Due date: [due date]
Days overdue: [number]
Reminder number so far: [1, 2 or 3]
Payment link: [payment link]

Write under 100 words, in the voice of [owner name]. Reminder 1: warm and assume it was missed. Reminder 2: clear about the date and amount. Reminder 3: polite but direct and ask for a reply by 2026. Do not mention late fees, legal action or collections, and do not invent details not listed above. Include the payment link and a subject line.
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