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Late Invoice Chaser

Example prompt: "Each Monday at 9am, pull every invoice from Xero that's past due. Group by client and bucket by days overdue (7-13 days, 14-29 days, 30+ days). For each overdue invoice, draft a chase email in Gmail in the matching register — a friendly reminder at week one with the invoice attached, a firmer note at two weeks asking when we should expect payment, and an escalation note at 30+ days copying accounts@ourdomain.com and asking for a firm payment date. Save all the chases as Gmail drafts — never auto-send — and post one Slack message in #accounts listing every draft with the client name, amount, and how late it is."

The Problem

Chasing late invoices is the work nobody wants to do and the work that quietly funds the business. When the schedule is full of client delivery, the chase email gets pushed to next week, and next week, and by the time we finally write it the tone is wrong because we are irritated. A polite, consistent cadence is what gets invoices paid, but consistency is exactly what slips when the founder is also the accounts department.

How GloriaMundo Solves It

We build a scheduled workflow that runs every Monday morning. An integration step pulls the list of overdue invoices from Xero. A code step groups them by client and buckets each one by how many days overdue it is. A conditional step routes each invoice to the right tone — gentle at one week, firmer at two, escalation at a month or more. An LLM step drafts the chase email in the matching register, references the invoice number and amount, and attaches the invoice link. An integration step saves each chase as a Gmail draft. A final integration step posts a single Slack message in #accounts with the full list so we can review the batch and send in five minutes. Glass Box preview shows every draft and recipient before anything goes near the client.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 9am.
  2. Step 1 (integration): Pull all overdue invoices from Xero with client, amount, due date, and invoice link.
  3. Step 2 (code): Group by client and bucket each invoice as 7-13 days overdue, 14-29 days, or 30+ days.
  4. Step 3 (conditional): Branch on the bucket to pick the tone for the chase email.
  5. Step 4 (llm): Draft a chase email in the matching register, referencing the invoice number, amount, and a link to view it.
  6. Step 5 (integration): Save each chase as a Gmail draft addressed to the client's accounts contact.
  7. Step 6 (integration): For invoices 30+ days overdue, cc accounts@ourdomain.com on the draft.
  8. Step 7 (integration): Post one Slack message in #accounts listing every draft with client, amount, days overdue, and a draft link.

Integrations Used

  • Xero — source of overdue invoices and their metadata
  • Gmail — chase emails are saved as drafts for review
  • Slack — Monday morning batch review lands in the accounts channel

Who This Is For

Agency founders, studio owners, and freelancers who do their own bookkeeping, who have invoices sitting past due for longer than they should, and who would rather have the chases drafted and queued than spend Monday morning writing each one from scratch.

Time & Cost Saved

Writing a careful chase email takes ten to fifteen minutes once we factor in looking up the invoice, the contact, and what to say. For a studio with five to ten overdue invoices at any given time, that is one to two hours a week, which is usually why the chases do not happen at all. This workflow turns that into a five-minute review of the drafts. The real saving is the invoices that get paid sooner because the chase actually went out on Monday.