Chase unpaid invoices with AI, for accountants

Unpaid invoices sit on your ledger while you dread writing another firm reminder to a client you like. AI scans the list of open balances and drafts each email for you, matched to how long the balance has been waiting.

What to gather first

Your current accounts receivable ledger export
Two sample reminder emails you wrote previously
Notes on client payment arrangements

Which app

For this one, a plain AI chat window is enough. Open the chat, paste what you gathered, and type the message below.

How to do it

Export your unpaid ledger. Download your current accounts receivable report as a plain text or spreadsheet file. Make sure it shows client names, dates, amounts, and invoice numbers. Remove any bank account numbers or tax IDs before sharing.
Paste the prompt and records. Open a chat window and paste the instructions along with your ledger text. AI reads the dates, groups clients by how late they are, and drafts a message for each one. Friendly notes go to recent dates, while firmer notes go to older balances.
Read and adjust the drafts. Review each drafted message against your actual history with that client. Change the tone if a client already spoke with you about a late payment. Copy the text into your own email program.
Send the emails yourself. Send each note from your normal work inbox. Keep the drafts that sounded best to show AI next month. This helps keep your firm voice consistent each time.

What to type first

Here is our accounts receivable report and two reminders I sent last month. Sort the unpaid accounts by how late they are. Draft an email for each client. Keep early reminders warm and older ones direct. Do not send anything or invent details.

Change the words to match your business. AI follows what you say, so say what done looks like.

Before you trust it

Check that every invoice balance matches your accounting records.
Make sure clients with special payment plans did not get a harsh reminder draft.
Verify that the email address belongs to the client's current billing contact.

Next, you can paste bank deposits alongside open balances to let AI match incoming checks to your records.

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