Write a firm but friendly collections sequence for overdue invoices
Creates escalating reminder emails and a call script based on the aging of each overdue customer account.
The prompt
Help me chase overdue customer invoices.
Overdue accounts: [PASTE - customer, invoice numbers, amounts, due dates, days past due, any notes]
Our payment terms and late-fee policy: [e.g. "net 30, 1.5% monthly late fee per contract"]
Relationship context: [e.g. "key account", "new customer", "has disputed before"]
Payment options we accept: [ACH, card, check, payment link]
Who signs the emails: [NAME and role]
Write a sequence:
1. Day 1-15 past due: friendly reminder, assumes oversight, invoice details and payment link.
2. Day 30: direct follow-up, asks whether there's a problem with the invoice, requests a payment date.
3. Day 45-60: firm notice, mentions late fees or credit hold only if our terms allow it.
4. Day 90: final notice before escalation (collections agency or legal review) - only if that's a step we actually take.
Also give me:
- A 60-second phone script for the day-30 call, including how to handle "it's in the approval queue" and "we never received it".
- A short reply template for proposing a payment plan.
- A priority list: which accounts to chase first, by amount and age.
Rules: professional and factual, no threats we won't follow through on, no shaming. Before referencing legal action or charging fees, confirm it's allowed by our contract and local law.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- e.g. "net 30, 1.5% monthly late fee per contract"
- e.g. "key account", "new customer", "has disputed before"
- ACH, card, check, payment link
- NAME and role
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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