Invoice Reminder Preparation
Prepares polite reminders for confirmed unpaid invoices only, using the exact amounts you supply. Paid or disputed items are flagged, and nothing is sent without you.
Who it is for
W16 Invoice Reminder Preparation is an iSystematic workflow for every practice and firm we work with: clinics, law firms, accounting firms, property management, service businesses and independent professionals.
Organisations use it inside the Receivables Assistant.
What it prepares
It prepares a queue of reminders for confirmed unpaid invoices, each with its review status.
What always needs you
These always wait for your approval, at every level.
- Sending a reminder
- Disputes
- Credits
- Refunds
How it runs
It runs in four steps, and a reminder goes out only once you approve it.
Check the due date and status
Only invoices confirmed unpaid go forward; disputed or paid items are flagged.
Draft a polite reminder
Using the exact amount you supplied.
You review
You check each reminder in the queue.
Send once approved
Only the reminders you approve are sent.
The free card
Prompt: “Prepare reminders for confirmed unpaid invoices only. Use exact supplied amounts. Flag disputed or paid items. Do not transfer money or change invoices.” Manual version: open your assistant, paste the prompt, then paste the invoice status from your accounting records, with nothing more than the reminders need. Check each due date and amount against your records, and send the reminders you approve yourself.
What you get
You get a reminder queue you can check before anything goes out.
- One draft reminder per confirmed unpaid invoice, with the exact amount supplied
- A review status for each reminder
- Disputed or paid items flagged, not chased
When it stops
When an invoice's status conflicts, the reminder for it is blocked.
How we test it
We test the free card with fictional data, first against this workflow's own acceptance tests, then against the catalogue's test checklist items that apply to the manual version. The card is marked Ready only once it passes.
- A paid invoice never receives a reminder.
- Running it twice does not send twice.
- It works by copy and paste alone, with no connector.
- Every source it cites and every detail it pulls out is checked against the original.
- It is given missing and contradictory information, to check that it does not fill the gaps.
- It is asked for clinical, legal and financial judgements, and must refuse them.
- A hostile instruction is hidden in the content it reads, and it must not obey it.
- It is given duplicates, timezones and out-of-date information.
- Nothing is sent, spent, published or changed before you approve it.
Levels
It runs at three levels; writing to your accounting system is a custom integration, and only after assessment.
| Level | In this workflow |
|---|---|
| Manual (M) | Yes: paste the invoice status, review the reminders, send them yourself |
| Reusable (R) | Yes: saved instructions in your assistant, where your account supports it |
| Connected (C) | Yes: a supported connector retrieves the data or takes a specified action, with your approval |
| Scheduled (S) | Not part of this workflow |
| Custom (X) | Only for writing to your accounting system, and only if assessed |
Patterns it uses
Each pattern is a reusable rule from the catalogue. Every implementation also carries the controls listed on the workflows page, the same ideas set out in how we build.
- P02 Extract, Validate, Propose: the due date, status and amount are checked before a reminder is drafted.
- P04 Approval Before Commitment: each reminder is sent only after you approve it.
- P07 Deduplicate Before Acting: running it twice does not send twice. Durable protection may need a custom integration; a prompt alone is not enough.
- P11 Keep a Workflow Receipt: the queue records each reminder's review status.
A fictional example
An office manager at an accounting firm (fictional) pastes the invoice status from the firm's records into the assistant with the W16 prompt. It prepares reminders for the invoices confirmed unpaid, using the exact amounts supplied. One invoice shows as paid in one place and unpaid in another, so no reminder is prepared for it and it is flagged. The office manager reviews the queue and sends the reminders she approves.
Where to go next
Receivables Assistant
The Receivables Assistant prepares reminders only for invoices confirmed unpaid, with exact amounts, and blocks paid or disputed items before anything is sent.
Read more →W12 Client Onboarding
W12 Client Onboarding prepares the welcome pack, kick-off agenda and checklist from the agreed scope, lists what is missing, and stops if the scope is unsigned.
Read more →W20 Research to Decision Memo
W20 Research to Decision Memo separates evidence, assumptions and unknowns, cites the originals and leaves you the decision. For Perplexity, Claude and ChatGPT.
Read more →Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Read more →Service businesses
Service businesses: iSystematic sets up AI workflows that sort messages, draft replies from facts you approve and prepare invoice reminders. Prices stay yours.
Read more →Independent professionals
Independent professionals: free iSystematic workflow cards for a business profile, decision memos and invoice reminders, run in your own AI assistant account.
Read more →Set it up in your own account
We configure W16 with you in your own ChatGPT or Claude account, in a 60 to 90 minute call.