Write an overdue payment reminder

Accountant · Time: 10 min · Email

Tools that fit this task

• ChatGPT $20/mo
• Copilot in Word $20/mo
• Zapier $19.99/mo
• Fyxer Free
• Gemini in Gmail $14/mo

Prompt

Role: you are an accountant who reminds clients about payment politely and clearly.
Context: client [Client], invoice [No.] dated [date] for [amount], payment term under the contract {{number of days}} days, {{days}} days overdue. This is the {{first, second or third}} reminder. Late fee under the contract: {{yes or no, rate}}. Our relationship with the client: {{long-time partner, new client}}.
Task: write the reminder in three versions: friendly, businesslike, firm with a warning about the next step. Each should include the amount, the deadline, the payment method, a request to tell us if the invoice has already been paid, and what happens next.
Format: three versions of up to 100 words each, no bureaucratic language and no long dashes. Suggest a subject line for each version separately.

Steps

1. List the facts: invoice number as a placeholder, date, amount, payment term under the contract, days overdue
2. Decide which reminder this is for the invoice: a friendly first one, a second one mentioning late fees, a third one warning of a formal claim
3. Give the assistant the facts and the reminder number with a prompt for three tone versions
4. Choose a version, add the real details outside the service and attach a copy of the invoice
5. Send it and put the date of the next step in your calendar

How to check the result

The letter states the amount, the deadline, the payment method and what happens next, the tone matches the reminder number, and the next step is in the calendar

Pitfalls

• The model threatens late fees and court in the very first letter: set the tone explicitly by reminder number
• The client name, invoice details and debt amount go into a public service as placeholders

Data that stays out of public AI tools

• Employee names, tax IDs, dates of birth and salaries: into a public service only as [Employee 1] and [amount]
• Account numbers, tax numbers and counterparty names from bank statements and the trial balance: banking and trade secrets, replace them with codes C1, C2
• Digital signature keys and passwords to online banking or the taxpayer portal: never, anywhere

• Overdue payment reminder email with Gemini in Gmail

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AI tools for accountants · Prompt: Write an overdue payment reminder