The problem: You did the work and sent the invoice. Now it's late, and chasing it is awkward and easy to put off. Meanwhile, the cash you need is sitting in someone else's account.
What you end up with: A weekly list of overdue invoices with a friendly, polite reminder drafted for each one, waiting for your OK before anything goes to a client.
What you'll need
A place your invoices live (an accounting tool or a spreadsheet), the due date and amount for each, and the contact person for each client.
Getting set up
Tired of chasing unpaid invoices yourself? Here's how to tackle it, based on each tool's official docs. First, pick a tool. Gumloop lists a QuickBooks connection that can manage bills and payments and run financial reports. In AI by Zapier, you can require approval before a tool runs, set per tool. Lindy says actions that write or send can wait for your approval. Next, give the agent read access to your invoice list. That's all it needs to find overdue ones. Then, connect your email, with sending set to need your approval. And last, decide your tone for each stage, like a gentle nudge at 7 days late and a firmer note at 30.
Step by step
- Once a week, have the agent check your invoice list for anything past due.
- For each one, have it pull the client name, invoice number, amount, and due date.
- Ask it to draft a short, friendly reminder that matches how late it is.
- Have it put the drafts in a review list, with the invoice details next to each.
- Check every amount and date against your records. Skip any client you'd rather call.
- Approve, and let the agent send the reminders.
- Have it log what went out, so next week's reminder doesn't repeat itself.
A prompt to start with
Copy this prompt, then make it your own. "Each Monday, check my invoice list for invoices past their due date. For each one, draft a short, friendly reminder with the invoice number, amount, and due date. If it's under 14 days late, keep it light. If it's over 30 days, be polite but clear. Never threaten, never add fees I haven't set, and never change any amounts. Put every draft in my review list. Don't send anything until I approve it."
What you'll get
A short list of overdue invoices, each with a ready-to-review reminder that shows the amount, invoice number, and due date.
If something goes wrong
If it flags invoices that are already paid, make sure it's reading the latest version of your list, and add a 'paid' column. If the tone is off, give it one example of a reminder you'd actually send. If amounts look wrong, stop and fix the source data first.
Keep in mind
Money and client relationships are on the line, so approve every reminder. Follow the collection and privacy rules that apply to your business. This playbook drafts reminders only. It doesn't take payments or change your books.
Sources
- Gumloop — official site (products, use cases, integrations)
- Zapier Agents is now AI by Zapier — Zapier Blog
- Lindy — official site (features, pricing, FAQ)
Where each fact came from
- Recommended tools · checked Oct 28, 2026 · rechecked regularly — Gumloop — official site (products, use cases, integrations)
- Getting set up · checked Oct 28, 2026 · rechecked regularly — Zapier Agents is now AI by Zapier — Zapier Blog
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