Steps
- Export your overdue or aged invoices from your accounting tool as a spreadsheet or CSV. Keep these columns if you can: client, contact name, contact email, invoice number, due date, amount, balance due, days overdue, and a notes column for anything you know (a dispute, a promised date, a part payment). To try it first, use
sample-overdue-invoices.csv. - Open a new chat in Claude (claude.ai) and upload the file.
- Paste the prompt below. Replace "[your name]" with your name and company. Send it.
- Read every draft before you send it. Check each invoice number and amount against your accounting tool, since Claude can misread a file. Send them yourself, from your own email.
- Handle the skipped list by phone or in person, especially anything disputed.
Change the three tone bands to match your payment terms if yours are different. Before you upload real client data, check your company's rules on putting it into an AI tool.
The prompt
The file lists my overdue invoices. Draft one reminder email per invoice, most overdue first.
Tone by days overdue:
1-14 days: a friendly nudge.
15-44 days: firm. Ask for a payment date.
45+ days: firm. Say I'll call them this week.
Rules:
- Copy invoice numbers and amounts exactly. Use the balance due.
- Use the notes. No late fees, no legal threats.
- Skip anything disputed or not overdue yet. List those for me.
- Subject line, then under 80 words each.
Sign off as: [your name]