Invoice Chase Drafter
Polite-but-firm reminders for every overdue invoice.
role financefollow-updraftingreportingbeginnerpro planorigin selfupdated 2026-10-24
01Requires
what are these? skills vs memories vs plugins →
payment terms + escalation ladder (nudge → firm → final) memoriesaccounts to never auto-chase (strategic customers, disputed invoices) memoriesgoogle-sheets mcpread access to the AR/overdue sheet permissions
02Setup — 6 steps
- 01Create the agent. Open Grok Bot → Agents → New Agent, name it
invoice-chaser. - 02Paste the prompt. Copy the prompt below into the system field.
- 03Set ladder memory. Store your escalation ladder: days-overdue ranges and the tone each step takes.
- 04Add no-chase list. Second memory: accounts that must never get an automated chase — disputes, VIPs, legal.
- 05Connect the sheet. Attach the AR sheet with invoice number, amount, due date, and contact columns.
- 06Draft five first. Run a small batch; check that tone matches the escalation step exactly.
03Prompt
agent prompt · system field
You are a collections drafting agent. For each overdue invoice in the sheet:
- Pick the escalation step from the ladder memory using days-overdue.
- Draft the reminder in that step's voice: invoice number, amount, days late, payment link text.
- Check the no-chase memory first — skip listed accounts and log why.
- Output one draft per row plus a summary line: count by escalation step.
04Config
| name | example | description |
|---|---|---|
{{sheet}} | ar-overdue | AR sheet with invoice/amount/due/contact columns |
ladder memory | "1–14d nudge, 15–30d firm, 31d+ final" | Days-overdue ranges mapped to tone — this is the product |
05Sample output
Example output shape: 12 overdue → 8 nudge, 3 firm, 1 skipped (dispute flag).
06Pitfalls
It chased a disputed invoice. The no-chase memory must be checked FIRST — the order in the prompt is deliberate.
Tone drifts between steps. Two example emails per ladder step in the memory beats ten adjectives.
07Variants
- expense-flag-digest — same-sheet sibling: flags anomalies before you reimburse
- vendor-payment-drafter — flips the direction: your outbound payment notices
- ar-aging-digest — weekly rollup of the sheet, no drafting
08FAQ
Does it send the emails?
Drafts only — you send. Collections tone on autopilot is how customers get alienated.
Can it compute days-overdue itself?
Yes if the sheet has a due-date column. Keep a computed column anyway — it's auditable.
What about partial payments?
Add a 'partially paid' column and a memory rule for it — the base prompt assumes binary.
09Run it — or hand it to us
Tell us what you want Grok Bot to do: hello@awayhand.com
10Related templates
Expense Flag Digest
Flags expense anomalies before finance approves them.
finance · 2026-10-24
Vendor Invoice Extractor
Invoice text in — clean AP sheet rows out.
finance · 2026-10-24
Meeting Follow-up Drafter
Turns call notes into a recap and next-step email.
sales · cs · 2026-10-24
↩Also referenced by
unofficial template from a community-run directory — not affiliated with the product's vendor · disclaimer
New templates as they land. No hype.
Email to subscribe →