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AR Follow-Up Drafts · Finance

Weekly overdue-invoice reminders, drafted and ready for sign-off

Reads your QuickBooks or Xero AR aging export every Monday and drafts friendly, firm or final reminders with exact amounts. Nothing goes out until you approve.

Available now $99 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Runs on a schedule
  • 3 AI steps
  • A person approves before it acts
  • About 20 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “Chasing overdue invoices is the job everyone puts off until cash gets tight.”
  • “Each reminder takes ages to write because I have to get the amounts and tone right.”
  • “I worry about emailing someone who's disputing an invoice or on a payment plan.”

What you get with the agent

  • Past-due totals per customer from the sheet's exact amounts, added up in code, never by the AI
  • Disputed, payment-plan, do-not-contact and no-email customers skipped automatically
  • Friendly, firm or final tone chosen by age, with late fees or holds mentioned only if your policy states them
  • One batch approval each week, with any single reminder easy to hold
  • A final amount check before sending, replies to your AR inbox and a summary for your AR owner

Before

Every few weeks someone exports the aging report, writes reminders one by one and forgets who's on a payment plan.

After

Monday morning, a batch of reminders with the right amounts and tone is waiting. You read through, hold one, approve the rest and get a summary of who was emailed.

How it works

The whole workflow, step by step.

Every Monday the agent reads the AR aging summary you export from QuickBooks or Xero into Google Sheets (up to 150 customers). For each customer, AI copies the sheet's past-due amounts exactly (the total is then added up in code, never by the AI), skips anyone not overdue, disputed, on a payment plan, marked do-not-contact or without an email, picks a friendly, firm or final tone by age and drafts the reminder with your payment instructions — late fees or holds only if your policy states them. The whole batch waits for your approval; each approved email then gets a final amount check and is sent with replies to your AR inbox, and your AR owner gets a summary of what was sent, held and skipped. It works from the export, so payments made since aren't reflected.

  1. TriggerMondays at 8:00
  2. App callRead your AR aging sheet
  3. LogicEach customer
  4. AI stepDraft the reminder (or skip)
  5. LogicCheck the math
  6. Human approvalApprove this week's batch
    • Approved:Each approved reminder
  7. LogicEach approved reminder
  8. AI stepFinal check on the wording
  9. LogicCheck before sending
  10. LogicSend it?
    • Passes:Email the reminder
    • Held:Held
  11. OutputEmail the reminder
  12. OutputHeld
  13. LogicCount what happened
  14. AI stepCopy the amounts sent
  15. LogicCheck the math
  16. OutputEmail the summary to your AR owner

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1Mondays at 8:00Runs every Monday morning, after you've refreshed the AR aging export in the sheet. Set your time zone on the trigger.
  2. Step 2Read your AR aging sheetReads the AR aging summary you export from QuickBooks or Xero into Google Sheets: one row per customer with the overdue buckets.
  3. Step 3Each customerRepeats the draft step for every customer row in the aging sheet (up to 150 per run).
  4. Step 4Draft the reminder (or skip)AI copies the overdue amounts from the row, skips customers who shouldn't get a reminder, picks friendly, firm or final by age, and drafts the email with the exact amounts.
  5. Step 5Check the mathAdds up each customer's past-due buckets in code — not by AI — writes the correct past-due total into the draft and the email, and flags any total the AI got wrong for your AR owner.
  6. Step 6Approve this week's batchAll of this week's drafts wait in Reviews together. Your AR owner edits any email, sets send to false on any that shouldn't go out, and approves the batch; nothing is sent before that.
  7. Step 7Each approved reminderRepeats the wording check, the code checks and the send for every draft in the approved batch.
  8. Step 8Final check on the wordingAI reads each approved reminder for wrong amounts, harassment or threats and requests for sensitive details only — stating the amounts, a firm tone and your late-fee policy are fine. It must quote the exact sentence it objects to.
  9. Step 9Check before sendingIn code: drafted to send, still marked to send after review, 1–5 valid recipient emails, and a subject and body with no placeholders left — plus the wording check's verdict. Anything that fails is held, with the reason.
  10. Step 10Send it?Drafts that pass every check are emailed; skipped and stopped ones are held and listed in the summary with the reason.
  11. Step 11Email the reminderSends the approved reminder to the customer from your workspace's sender, with replies going to your AR inbox.
  12. Step 12HeldSkipped, set to not send in the review, or stopped by a check; the reason is in the run history and the summary.
  13. Step 13Count what happenedIn code, not AI: sorts every approved draft by what really happened — sent (the email ran), skipped, held (with the reason) or failed.
  14. Step 14Copy the amounts sentWhat was sent, held, skipped or failed is counted in code. AI only copies the amounts of the reminders really sent, so the amount line can be added up in code.
  15. Step 15Check the mathAdds up the past-due totals of the reminders that were sent in code — not by AI — and writes that amount into the summary.
  16. Step 16Email the summary to your AR ownerSends the run summary (sent, held, skipped — counted in code — and the amount sent, added up in code) to the person who owns collections.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Aging row for a fictional customer, Lakeside Studio: $1,200 in 31-60 and $800 in 61-90, no notes.

The agent produces

Past due $2,000 (1,200 + 800). Firm tone, since the oldest amount is 61-90 days. Draft lists both amounts and your payment instructions, and waits in the weekly batch for approval.

What you need

Everything it takes to run it.

About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Google Sheets, connected in Settings → Integrations.
  • A current AR aging export (QuickBooks or Xero) in a Google Sheet, with an email address per customer.

Setup, about 20 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Google Sheets. Connect the Google account that can open your AR aging spreadsheet (Settings → Integrations → Google Sheets).
  3. Paste your collection policy. Open “Draft the reminder (or skip)” and replace the placeholder with your tiers, payment instructions, late-fee policy and sign-off.
  4. Pick your aging sheet. Open “Read your AR aging sheet” and pick the account, spreadsheet and tab (one row per customer, with an Email column).
  5. Add your AR inbox and AR owner. Open “Email the reminder” and enter the Reply-to address, then “Email the summary to your AR owner” and enter who gets the summary.
  6. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  7. Switch the trigger on. Open the trigger, set your time zone and switch the schedule on. It runs every Monday at 8:00 — refresh the aging export before then.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Small business owners doing their own collections
  • Bookkeepers and fractional controllers
  • B2B service firms invoicing on net terms

What it doesn't do

  • It never emails a customer before you approve the batch.
  • It doesn't re-check payments live in QuickBooks or Xero: payments made after your export aren't reflected, so refresh the sheet before each run.
  • It doesn't record payments, apply late fees or change anything in your accounting system.
  • It never invents amounts, invoice numbers, fees or consequences — only what the sheet and your policy contain.
  • It reads up to 150 customer rows per run.

We list the limits up front so you can decide before you buy.

Price

$99 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about AR Follow-Up Drafts.

What if a customer has already paid?

It works from the export you put in the sheet, so refresh it before the Monday run. You also review every amount before the batch is approved, and it never invents amounts, invoice numbers or fees.

Will anything be sent without me?

No. The whole batch waits in Reviews, and you can edit any email or hold any customer before approving.

What do I need?

Google Sheets connected and your QuickBooks or Xero AR aging summary exported to a sheet with an email per customer. Setup is about 20 minutes, and it reads up to 150 customers per run.

Is it worth the price?

It's a one-time purchase that never renews, and it turns a dreaded weekly chore into a review. Live runs need a paid plan and your own AI key; Dry Run is free.

What should the sheet look like?

QuickBooks' or Xero's “A/R aging summary” exported to Google Sheets: one row per customer with Customer, Email, Current, 1-30, 31-60, 61-90, 91+ and Total columns (add an Email column and a Notes column for disputes or payment plans if your export has none). Column names can vary — the agent reads them from the header row.

Does it check whether they've paid since?

No. It works from the sheet as exported. Refresh the export before the Monday run, and check amounts when you approve the batch. A version that re-checks QuickBooks live will follow once QuickBooks is approved.

Is anything sent without approval?

No. Every week's drafts wait in Reviews; nothing is emailed until you approve the batch, and you can hold any single reminder by setting send to false.

Can the AI get the totals wrong?

Not in what your customers see: the AI only copies the bucket amounts from the row, and each past-due total is added up in code and written into the email. If the AI's sum was off, the review shows what was corrected (e.g. “past-due total 1830.00 → 1730.00”).

Is this a subscription?

No. AR Follow-Up Drafts is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put AR Follow-Up Drafts to work.

Free account, no credit card. Your Agents page opens with AR Follow-Up Drafts ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works