Overdue Invoice Collections

Overdue Invoice Collections is a routine your Townie AI assistant runs a couple of times a week: it pulls your open invoices, buckets them by how overdue they are, keeps a living aging log, and drafts a collection email for each past-due account — tone escalating with age, every draft held for your review.

To: your Townie

Subject: Create me an Overdue Invoice Collections routine

Build me a routine that keeps our overdue invoices from slipping — tracking what's past due and drafting the collection emails so I'm not chasing payments by hand.

Run it on a schedule (say a couple times a week), working from my AR aging or invoice list wherever I keep it.

When it runs:
- Pull every open invoice and bucket it by how overdue it is (current, 1–30, 31–60, 60+ days).
- Keep a living aging log so I can see at a glance who owes what, how overdue, and when I last reached out.
- Draft the collection email for each overdue account, with the tone escalating by age — a friendly nudge at first, firmer as it ages — and reference the specific invoice number, amount, and due date.
- Skip anyone who's already paid or where a payment plan is in place, and don't chase the same account twice in one cycle.

A few things that matter here:
- These go to customers, so tone matters — start soft and preserve the relationship, escalate only as it genuinely ages.
- Only treat an invoice as paid if I can see it cleared — don't assume from a "check's in the mail" reply.

Output: a living AR aging log plus ready-to-send collection drafts, held for my review, and a short summary of the worst offenders.

My default: do the tracking and drafting on your own, but hold every collection email for my okay before it goes to a customer.

Before you build this, tailor it to the integrations I actually use and what you already know about me. Don't take the above at face value — ask me the critical questions that make it stronger: which tools and integrations to use, what the output should look like, and how much autonomy you should have (what to do on your own vs. check with me first).

Sent when you sign up — works as-is, or edit anything.

Get started with this routine

Every collection email waits for your okay.

See it work: the chasing done, the relationships intact

Chase overdue invoices with drafted collection emails

Tone scales with age — invoice number, amount, and due date in every draft.

How this routine works

Works with

It runs a couple of times a week
On your schedule, working from your AR aging or invoice list wherever you keep it — and it never chases the same account twice in one cycle.
It tracks who owes what
Every open invoice bucketed by age — current, 1–30, 31–60, 60+ — in a living log showing who owes what and when you last reached out. Paid means visibly cleared, not promised.
The drafts wait for you
One collection email per overdue account, referencing the exact invoice, amount, and due date — friendly at 12 days, firm at 72. Nothing reaches a customer without your okay.

Overdue Invoice Collections FAQ

It's a routine your Townie AI assistant runs a couple of times a week: it pulls every open invoice, buckets each by how overdue it is, maintains a living aging log, and drafts a collection email for each past-due account — with tone that escalates as the invoice ages, and every draft held for your review.

Not by default — these go to customers, so every draft waits for your okay. Access is scoped to the accounts you connect. Read more in our security overview.

It only treats an invoice as paid when the payment is visible — cleared in your records — never from a "check's in the mail" reply. Accounts with a payment plan in place are skipped, and no account is chased twice in one cycle.

Your invoice list or AR aging wherever it lives — a spreadsheet or an accounting export both work — plus your email for the drafts and for spotting payment replies.

Yes. Tell your assistant which accounts get white-glove treatment, how fast to escalate, or to route certain names to you before drafting at all — one message updates the routine.