Smart Invoice Follow-Up System: Automate Your Accounts Receivable
detail.loadingPreview
Streamline your invoice follow-up process with this intelligent automation. The system automatically identifies overdue invoices, analyzes email communication history, and crafts personalized follow-up emails using AI, ensuring timely and effective payment collection.
About This Workflow
Never let overdue invoices slip through the cracks again. The Smart Invoice Follow-Up System is a powerful workflow designed to automate your accounts receivable process. It meticulously monitors your Google Sheets for invoices that have passed their due date. Before sending any communication, it intelligently checks your email history with the client to ensure your follow-up is contextually appropriate and timely. Leveraging the power of AI, the system then crafts personalized and professionally toned follow-up emails, ranging from gentle reminders to more urgent requests, based on the invoice's overdue status. This ensures your clients receive prompt, relevant, and effective communication, leading to faster payments and improved cash flow.
Key Features
- Automated Overdue Invoice Detection: Scans Google Sheets to identify invoices past due.
- Intelligent Email History Analysis: Reviews past client communications to avoid sending follow-ups at inopportune times.
- AI-Powered Email Generation: Creates personalized follow-up emails with customizable tone and urgency.
- Escalating Follow-Up Templates: Utilizes a series of four templates that increase in urgency as the invoice ages.
- Seamless Gmail Integration: Drafts and sends professional follow-up emails directly from your Gmail account.
How To Use
- Configure Google Sheets Node: Connect your Google account and select the spreadsheet containing your invoice data. Ensure columns for 'Date Sent', 'Client Name', 'Email', and 'Invoice ID' are present.
- Set Up Edit Fields Node: Configure the node to calculate 'daysSinceSent' by subtracting the 'Date Sent' from the current date. Also, extract the 'Email' and 'Client Name' (for first name).
- Define Filter Conditions: Set up the Filter node to only process invoices that are exactly 7, 14, 21, or 28 days overdue.
- Configure Gmail 'Get Messages' Node: Connect your Gmail account. In the 'Filters', set the 'q' parameter to search for emails from or to the client's email address to retrieve communication history.
- Set Up OpenAI Node (Assumed): While not explicitly in the snippet, this node would analyze the aggregated email history and conversation context to determine if a follow-up is appropriate and select the correct template.
- Configure Gmail 'Draft/Send' Node: Connect your Gmail account. This node will use the AI's output to create and send personalized follow-up emails based on the determined urgency and content.
Apps Used
Workflow JSON
{
"id": "0be7d052-b37b-4141-bec4-29632e40bd4f",
"name": "Smart Invoice Follow-Up System: Automate Your Accounts Receivable",
"nodes": 7,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: 0be7d052-b37b...
About the Author
Crypto_Watcher
Web3 Developer
Automated trading bots and blockchain monitoring workflows.
Statistics
Related Workflows
Discover more workflows you might like
Universal CSV to JSON API Converter
Effortlessly transform CSV data into structured JSON with this versatile n8n workflow. Integrate it into any application as a custom API endpoint, supporting various input methods including file uploads and raw text.
Instant WooCommerce Order Notifications via Telegram
When a new order is placed on your WooCommerce store, instantly receive detailed notifications directly to your Telegram chat. Stay on top of your e-commerce operations with real-time alerts, including order specifics and a direct link to view the order.
On-Demand Microsoft SQL Query Execution
This workflow allows you to manually trigger and execute any SQL query against your Microsoft SQL Server database. Perfect for ad-hoc data lookups, administrative tasks, or quick tests, giving you direct control over your database operations.