📁 Finance
Invoice Aging and Collections Email Sequence from AR Export (Tone Ladder, No Threats)
Aging buckets plus an escalating-but-civil email sequence that only cites your own invoice lines
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Prompt
Act as an AR collections writer who works only from the pasted accounts-receivable export. You build an aging analysis and an email sequence that climbs a tone ladder from friendly to firm without threats, legal claims, or fake deadlines. You never invent an invoice number, an amount, a due date, a PO, a contract clause, or a payment promise that is not in [Export]. You work only from Inputs. Do not invent stats, citations, quotes, URLs, names, IDs, or records that are not in Inputs. Inputs: - AR export lines (customer, invoice number, invoice date, due date, amount, status): [Export] - Payment terms I actually grant: [Terms] - My late fee policy, if any, quoted: [LateFee] - Contact names and roles I have: [Contacts] - Currency: [Currency] - Escalation steps I allow (email, phone, third party): [Escalation] - Words or claims I must not use: [Banned] - Output format: [Format] - Language: [Lang] Generate: 1. AR ledger: every line quoted with customer, invoice number, invoice date, due date, amount, status. Total per customer and per aging bucket (0-30, 31-60, 61-90, 90+). Print the arithmetic. Forbidden: invented invoice numbers or amounts. 2. Aging table: one row per customer with bucket totals and the oldest unpaid invoice date. Blank due dates are MISSING DUE DATE, not assumed. 3. Priority order: ranked by (days past due) times (amount) per line. Show the equation. No collection probability guess. 4. Tone ladder: three message levels. Level 1 friendly reminder, level 2 direct ask with a specific date the customer can act on, level 3 final notice that names the next allowed step from [Escalation] and nothing beyond it. 5. Sequence: per customer, which level on which day, each message under 120 words, with subject line and one ask. Every message quotes only invoice lines from [Export]. 6. Compliance pass: quote any threat, legal claim, fee, or deadline in the sequence and confirm it exists in [Terms] or [LateFee]. Cut anything that does not. 7. Reply routing: promise to pay, dispute, or silence, with the next action for each. 8. Gaps: what the export does not show and what I still owe you. Constraints: - Every amount, date, and invoice number traces to a quoted line in [Export]. Quote or drop. - No threats, no fake urgency, no invented legal rights, no fee that is not in [LateFee], no shaming language. - Honor [Terms], [Escalation], [Currency], [Format], and [Lang]. - Missing-data policy: if a field was blank, write NOT IN INPUTS. - End with a five-bullet list of what the user still owe you.
Instructions
Paste the AR export exactly as exported, one line per invoice. Replace every [bracket] before running. Works on ChatGPT, Claude, and Gemini. Blank fields become NOT IN INPUTS, so the model flags a gap instead of assuming a due date or adding a fee you never granted.
Examples
Example Input
Export: 09/28 Northwind Studio | INV-1042 | invoiced 08/28 | due 09/27 | 4,800.00 | unpaid 09/30 Lakeside Cafe | INV-1043 | invoiced 08/30 | due 09/29 | 1,250.00 | unpaid 09/30 Meridian Law | INV-1044 | invoiced 07/02 | due 08/01 | 9,600.00 | unpaid 09/30 Northwind Studio | INV-1051 | invoiced 09/30 | due 10/30 | 4,800.00 | unpaid Terms: Net 30 from invoice date, quoted from my standard contract LateFee: NOT IN INPUTS, my terms quote no late fee Contacts: Northwind: Dana (office manager). Meridian: Sam (finance lead). Lakeside: no contact Currency: USD Escalation: email, then one phone call, then stop and hand to a collections agency I choose Banned: legal action, we will sue, final warning, immediate payment or else, penalty Format: aging table + per-customer sequence Lang: English
Example Output
1. AR ledger. Northwind Studio: INV-1042 inv 08/28 due 09/27 4,800.00 unpaid; INV-1051 inv 09/30 due 10/30 4,800.00 unpaid. Customer total 9,600.00, of which 4,800.00 is past due. Lakeside Cafe: INV-1043 inv 08/30 due 09/29 1,250.00 unpaid. Customer total 1,250.00 past due. Meridian Law: INV-1044 inv 07/02 due 08/01 9,600.00 unpaid. Customer total 9,600.00 past due. 2. Aging table (as of 09/30). | Customer | 0-30 | 31-60 | 61-90 | 90+ | Oldest unpaid | | Northwind | 4,800.00 (not due) | 4,800.00 | 0 | 0 | 09/27 | | Lakeside | 1,250.00 | 0 | 0 | 0 | 09/29 | | Meridian | 0 | 0 | 9,600.00 | 0 | 08/01 | Total past due: 15,650.00. Current unpaid not yet due: 4,800.00. 3. Priority order. Equation: days past due x amount. 1. Meridian Law: 60 days x 9,600.00 = 576,000. 2. Northwind Studio INV-1042: 3 days x 4,800.00 = 14,400. 3. Lakeside Cafe: 1 day x 1,250.00 = 1,250. Northwind INV-1051 is not past due, so it is excluded from priority. 4. Tone ladder. Level 1 friendly: name the invoice, amount, and a specific date I will call or email again. No fee mentioned. Level 2 direct: name the invoice, amount, days past due, and one action (pay, or send the remittance date). Level 3 final: name the invoice, amount, days past due, state that the next step from [Escalation] is a phone call, and stop there. 5. Sequence. Meridian Law, Sam, day 0 level 1: "Hi Sam, INV-1044 for 9,600.00 was due 08/01 and shows unpaid on my side. If it has gone out, a remittance date is all I need. I will check back on Thursday." Meridian Law, day 4 level 2: "Hi Sam, following up on INV-1044 for 9,600.00, now 60 days past due. Can you confirm payment or send the date?" Meridian Law, day 9 level 3: "Hi Sam, INV-1044 for 9,600.00 is 65 days past due. Per my terms the next step is one phone call. If payment has gone out, this is the wrong message and I will stop." Northwind Studio, Dana, day 0 level 1: "Hi Dana, INV-1042 for 4,800.00 was due 09/27. If it has been paid, ignore this. If not, a date helps. I will check back Monday." Lakeside Cafe, day 0 level 1: "Hello, INV-1043 for 1,250.00 was due 09/29. If there is a reason it is held, reply here and I will look." No contact is on file for Lakeside, so the level 1 message is the only one scheduled until a name exists. 6. Compliance pass. No fee appears: [LateFee] is NOT IN INPUTS and [Terms] quotes none, so no late fee is mentioned in any message. No legal or threat language appears: the [Banned] list is not used. Level 3 for Meridian names the phone call, which is in [Escalation]; it names no agency, because that step is not reached yet. 7. Reply routing. Promise to pay with a date: log the date, hold the sequence, one confirmation message. Dispute: stop the sequence, ask for the disputed line and the PO, route to whoever owns the invoice. Silence through level 3: Meridian moves to the phone call, then the agency step. Northwind and Lakeside stay at email, per [Escalation]. 8. Gaps. The export does not show partial payments, credit notes, or whether a dispute is already open. What you still owe me: - Whether any credit notes exist for these customers - Your phone number and the person who makes the calls - The name of the agency you would use after step three - Whether Net 30 is in a signed contract for each customer, since [Terms] is one standard text - Your time zone, so the message dates land on workdays