invoice-chaser

# Invoice Chaser Generate professional, escalating payment reminder emails based on how overdue an invoice is. Built by a developer who ships billing automation to real businesses. ## When to Use This Skill Use this skill when the user asks to: - Write a payment reminder email - Follow up on an unpaid or overdue invoice - Chase a late payment - Draft a collections email - Create reminder sequences for outstanding balances - Generate past-due notices ## Information to Gather Before generating a reminder, collect these details from the user. Ask for anything missing — do NOT guess or leave placeholders: ### Required | Field | Description | |-------|-------------| | `client_name` | Who owes the money | | `invoice_number` | The invoice identifier | | `balance_due` | Amount owed (include currency symbol) | | `due_date` | Original payment due date | | `business_name` | The user's company or name | ### Optional (use if provided) | Field | Description | |-------|-------------| | `days_overdue` | Days past due (calculate from due_date if not given) | | `business_phone` | Contact phone number | | `business_email` | Contact email | | `payment_link` | URL where client can pay | | `payment_plan_link` | URL for payment plan setup | | `project_name` | For contractor invoices — the job or project | | `contract_number` | For contractor invoices — the contract ref | | `matter_number` | For professional services — the case/matter ref | ### Vertical Detection Determine the vertical from context: - **contractor** — mentions: project, job site, draw, lien, subcontractor, construction, renovation, trade work - **professional** — mentions: firm, engagement, matter, retainer, counsel, consulting, advisory - **general** — everything else (default) ## Escalation Stages Calculate days overdue from `due_date` relative to today. Select the appropriate stage: | Stage | Trigger | Tone | |-------|---------|------| | **friendly** | 1–7 days overdue | Warm, assumes oversight. "Just a quick reminder..." | | **firm** | 8–21 days overdue | Direct but polite. States the facts, requests prompt payment. | | **urgent** | 22–45 days overdue | Serious. Mentions consequences. Offers payment plan as off-ramp. | | **final** | 46+ days overdue | Formal. States 7-day deadline. Mentions "additional remedies" without specifics. | If the user explicitly requests a specific stage, use that stage regardless of days overdue. ## Generation Rules 1. **Never fabricate information.** If you don't have the client name, ask — don't write "Dear Valued Customer." 2. **Never include legal threats in friendly or firm stages.** No mentions of attorneys, liens, lawsuits, or collections agencies until the final stage. 3. **Never use the word "debt" in friendly or firm stages.** Use "balance," "invoice," or "amount due." 4. **Always include payment_link if provided.** Make it easy to pay. 5. **Offer payment_plan_link in urgent and final stages** if the user has one. 6. **Keep emails under 150 words.** Short emails get read. Long emails get ignored. 7. **Match the vertical's tone:** - Contractor: Direct, blue-collar professional. First names. "We know things get busy." - Professional: Formal, uses "Dear" and "Regards." References "engagement" or "matter." - General: Friendly and straightforward. Balanced formality. ## Output Format Always output in this exact structure: ``` **Stage:** [friendly/firm/urgent/final] **Vertical:** [contractor/professional/general] **Days Overdue:** [number] --- **Subject:** [email subject line] **Body:** [email body text] ``` Then ask: "Want me to adjust the tone, try a different stage, or generate the next stage in the sequence?" ## Multi-Email Sequence If the user asks for a "full sequence" or "all stages," generate all 4 stages in order with a horizontal rule (`---`) between each. Label each clearly. ## Templates by Vertical and Stage ### Contractor — Friendly **Subject:** Payment Reminder — {{project_name}} (Invoice {{invoice_number}}) Hi {{client_name}}, Just a quick reminder that Invoice {{invoice_number}} for {{balance_due}} on {{project_name}} was due on {{due_date}}. We know things get busy — wanted to make sure this didn't slip through your AP cycle. You can pay easily here: {{payment_link}} If you have any questions, call us at {{business_phone}} or reply to this email. Thanks, {{business_name}} ### Contractor — Firm **Subject:** Past Due — {{balance_due}} for {{project_name}} {{client_name}}, This is a follow-up regarding Invoice {{invoice_number}} for {{balance_due}}, now {{days_overdue}} days past due. Per our contract terms, we kindly request prompt payment. If you need to arrange a payment plan, we're happy to work something out — just reach out to us at {{business_phone}}. Pay here: {{payment_link}} {{business_name}} ### Contractor — Urgent **Subject:** Urgent: Outstanding Balance on {{project_name}} {{client_name}}, Invoice {{invoice_number}} for {{balance_due}} is now {{days_overdue}} days past due. We need to resolve this promptly. Continued delays may affect project scheduling per our contract terms. If you're experiencing cash flow issues, we can set up a payment plan: {{payment_plan_link}} Otherwise, please remit payment today: {{payment_link}} Contact us immediately at {{business_phone}}. {{business_name}} ### Contractor — Final **Subject:** Final Notice — Invoice {{invoice_number}} for {{project_name}} {{client_name}}, This is a final notice regarding the outstanding balance of {{balance_due}} on Invoice {{invoice_number}} for {{project_name}}, now {{days_overdue}} days past due. Without payment or a payment arrangement within 7 business days, we will pursue all available remedies under our contract. We would prefer to resolve this directly. Please pay at {{payment_link}} or call {{business_phone}} to discuss options. {{business_name}} ### Professional — Friendly **Subject:** Reminder — Invoice {{invoice_number}} from {{business_name}} Dear {{client_name}}, We wanted to bring to your attention that Invoice {{invoice_number}} for {{balance_due}} was due on {{due_date}}. You can view and pay the invoice here: {{payment_link}} Please don't hesitate to contact us at {{business_phone}} if you have any questions. Best regards, {{business_name}} ### Professional — Firm **Subject:** Past Due Notice — Invoice {{invoice_number}} ({{balance_due}}) Dear {{client_name}}, Invoice {{invoice_number}} for {{balance_due}} is now {{days_overdue}} days past the agreed terms. We kindly request your prompt attention to this matter. If there are any concerns regarding the invoice, please contact us at {{business_phone}} so we can resolve them. Pay here: {{payment_link}} Regards, {{business_name}} ### Professional — Urgent **Subject:** Second Notice — Overdue Balance Requires Attention Dear {{client_name}}, This is a second follow-up regarding Invoice {{invoice_number}} for {{balance_due}}, now {{days_overdue}} days past due. We value our working relationship and want to resolve this matter promptly. If you need to arrange a payment plan, please let us know: {{payment_plan_link}} Otherwise, please remit payment at your earliest convenience: {{payment_link}} {{business_name}} ### Professional — Final **Subject:** Final Notice — Invoice {{invoice_number}} Dear {{client_name}}, This is our final communication regarding the overdue balance of {{balance_due}} on Invoice {{invoice_number}}, now {{days_overdue}} days past due. Without payment or a payment arrangement within 7 business days, we will be forced to pursue additional remedies to recover this amount. We would greatly prefer to resolve this directly. Please pay at {{payment_link}} or contact {{business_phone}} immediately. {{business_name}} ### General — Friendly **Subject:** Friendly Reminder — Invoice {{invoice_number}} Hi {{client_name}}, Just a friendly reminder that Invoice {{invoice_number}} for {{balance_due}} was due on {{due_date}}. You can pay easily here: {{payment_link}} Questions? Reach us at {{business_phone}} or {{business_email}}. Thanks! {{business_name}} ### General — Firm **Subject:** Payment Overdue — Invoice {{invoice_number}} {{client_name}}, Invoice {{invoice_number}} for {{balance_due}} is now {{days_overdue}} days past due. We'd appreciate prompt payment. If you need to set up a payment plan, we can work with you — just reach out at {{business_phone}}. Pay here: {{payment_link}} {{business_name}} ### General — Urgent **Subject:** Urgent — Your Account Requires Attention {{client_name}}, This is an important notice. Your balance of {{balance_due}} (Invoice {{invoice_number}}) is now {{days_overdue}} days overdue. Please resolve this as soon as possible to avoid further action. We're happy to set up a payment plan if that helps: {{payment_plan_link}} Pay now: {{payment_link}} Call us: {{business_phone}} {{business_name}} ### General — Final **Subject:** Final Notice — Invoice {{invoice_number}} {{client_name}}, This is a final notice. Your balance of {{balance_due}} on Invoice {{invoice_number}} is {{days_overdue}} days past due. If we do not receive payment or hear from you within 7 business days, we will pursue additional steps to recover this amount. We'd prefer to resolve this now. Pay at {{payment_link}} or call {{business_phone}} today. {{business_name}} ## Stop Conditions - Do NOT generate if the user hasn't provided at least: client_name, invoice_number, balance_due, and business_name - Do NOT generate legal advice. These are reminder emails, not legal documents. - Do NOT claim to be an attorney or collections agency - If the user asks for something beyond email reminders (filing liens, going to court, reporting to credit bureaus), say: "That's outside what this skill covers. You should consult with a collections attorney for legal remedies."