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Receivables Aging Follow-Up

Example prompt: "Every morning, check our invoices sheet for anything overdue. Send a friendly reminder at 30 days, a firmer one at 60, and flag anything at 90 days to #finance on Slack."

How to automate accounts receivable follow-ups with GloriaMundo

The Problem

Late payments are a constant headache for small businesses. Someone in your finance team has to check the spreadsheet, work out which invoices are overdue, compose an appropriate email depending on how late the payment is, and remember to escalate the worst offenders to management. It is awkward, repetitive, and easy to let slip — especially when the team is busy with month-end close. Meanwhile, cash flow suffers because no one chased that invoice that went past 60 days three weeks ago.

How GloriaMundo Solves It

We build a scheduled workflow that runs each morning and reads your outstanding invoices from Google Sheets. A code step calculates the aging bucket for each invoice — current, 30 days, 60 days, or 90+ days. A conditional step routes each overdue invoice to the right action. For 30-day invoices, an LLM step drafts a polite reminder and sends it via Gmail. For 60-day invoices, the tone firms up and the email references the original invoice date and amount. At 90 days, the workflow skips the customer email and instead posts an alert to your Slack finance channel so someone can pick up the phone. A state step tracks which reminders have already been sent so the workflow does not pester the same customer twice in the same aging bracket. Glass Box preview shows you every email draft and Slack message before anything sends.

Example Workflow Steps

  1. Trigger (scheduled): Runs every weekday morning at 8:00 AM.
  2. Step 1 (integration): Read the outstanding invoices sheet from Google Sheets — invoice number, client name, client email, amount, date issued, and status.
  3. Step 2 (code): Calculate the aging bucket for each unpaid invoice (current, 30, 60, 90+ days) and filter to those that need action.
  4. Step 3 (state): Check which reminders have already been sent to avoid duplicate follow-ups within the same bucket.
  5. Step 4 (conditional): Route each overdue invoice based on its aging bucket.
  6. Step 5 (llm): Draft an appropriate reminder email — friendly at 30 days, direct at 60 days — referencing the invoice number, amount, and date.
  7. Step 6 (integration): Send the reminder email via Gmail, or post a Slack alert to #finance for 90+ day invoices.

Integrations Used

  • Google Sheets — source of outstanding invoice data (invoice number, amount, date, client details)
  • Gmail — sends graduated reminder emails to clients at 30 and 60 days
  • Slack — escalation alerts to the finance channel for invoices past 90 days

Who This Is For

Finance teams, bookkeepers, freelancers, and agency owners who spend time each week manually chasing overdue invoices and want a consistent, graduated follow-up process without dedicated accounts receivable software.

Time & Cost Saved

Manually tracking and chasing overdue invoices typically takes 15-20 minutes per invoice across the reminder cycle. A company with 20-40 outstanding invoices per month can expect to save 5-10 hours of admin time monthly. More importantly, consistent follow-up tends to improve collection rates — businesses that follow up within 30 days recover payments significantly faster than those that wait. The workflow uses scheduled, code, LLM, conditional, state, and integration steps, costing a few credits per daily run.