Make checks QuickBooks every morning for overdue invoices, and Claude drafts Gmail reminders that get firmer at 3, 14 and 30 days late.
Brands that sell wholesale to shops on net-30 terms end up with a lot of cash sitting in unpaid invoices. Chasing is awkward and easy to put off, so reminders go out late, inconsistently or not at all. Owners often learn a stockist is 60 days late only when cash gets tight.
Start a Make scenario scheduled for 08:00 daily with the QuickBooks Search for Invoices module, filtered to Balance greater than 0 and DueDate before today. Pull the invoice number, amount, due date and the customer's billing email.
Calculate days overdue from DueDate, then add a Router with three routes: 3 to 13 days (friendly), 14 to 29 days (firm) and 30 or more (final). Skip any customer whose QuickBooks notes contain 'no chase'.
Log each reminder in a Make Data Store keyed by invoice number plus stage. Check the store before drafting so every invoice gets at most one email per stage.
Add the Anthropic Claude module with the reminder prompt below, passing the stage, amount, days overdue and a one-line payment history such as 'paid last 4 invoices on time'. Ask for a subject line and a plain-text body.
Use Gmail > Create a Draft addressed to the billing email, with the QuickBooks invoice link in the body. Review and send the drafts each morning; after a month, let the friendly stage send automatically if the drafts rarely need edits.
Write a payment reminder email from {{sender_name}} at {{brand_name}} to {{customer_name}}, a retail stockist.
Invoice: {{invoice_number}} for {{amount}}, due {{due_date}}, now {{days_overdue}} days overdue.
Stage: {{stage}} (friendly, firm or final).
Payment history: {{history_summary}}
Tone by stage:
- friendly: assume it was missed, keep it short and include the payment link {{payment_link}}.
- firm: state the amount and days overdue clearly and ask them to reply with a payment date.
- final: explain that new orders will be paused until the balance is paid, and offer a call to agree a payment plan.
Return a subject line and a plain-text body under 120 words. No exclamation marks. Do not threaten legal action.Zapier sends each new bank transaction to ChatGPT, which matches it to the right open invoice or bill in QuickBooks and flags anything unclear.
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