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Directory / Prompts / Finance & bookkeeping

Invoice reminder

Updated

Problem it solves

The invoice is late and the reminder is either angry or vague. You need the number, the amount, and a way to pay.

Best tool

  • ChatGPT (free chat)
  • Claude (free chat)
  • Gemini (free chat)
  • Copilot (free chat)

Paste a small table into the free chat. That is enough for one pass. Copilot inside Excel is paid with Microsoft 365. Do not connect a bookkeeping login, and do not paste a full customer list.

Copy-paste prompt

Write a polite invoice reminder. Include the invoice number, amount, and due date exactly as written. Do not add a late fee or a legal threat unless it is in the facts.

Customer: [name]
Invoice number: [number]
Amount: [amount]
Due date: [date]
How they can pay: [method]
Late fee you are actually charging: [none or the fee]
Your name: [name]

Replace every [bracket]. If you cannot fill one, delete that line.

Template

Subject: Invoice [number]
Hello [name],
Invoice [number] for [amount] was due [date].
You can pay by [method].
[late fee line only if you typed one]
Reply if something looks wrong.
[your name]

Download saves a .txt file. invoice-reminder.txt

Example output

A usable draft states the invoice, the amount, and how to pay. It is polite. It adds no fee you did not type.

Tips

  • This is not a collections letter and not legal advice. If the amount is disputed, a person should write that reply.
  • Do not paste a bank login or a card number. The invoice number is enough.

Time saved

Estimate: one reminder is a few minutes. It does not get you paid by itself.

How to use it

  1. Copy the prompt. Copy the prompt on this page into a free chat.
  2. Fill every bracket. Replace each [bracket] with a fact from your own notes. If you cannot fill one, delete that line instead of guessing.
  3. Edit before you use it. Match the amount and the number to your books before you send it.

Where this came from

  • Original to this library.