ChatGPT prompts: Invoices and payment reminders

Drafted with AI assistance and checked automatically. A person is responsible for the collection. How these prompts are made

The highlighted [brackets] are yours to fill in. The bold line keeps a person in charge of every action.

Goal: Draft one polite payment reminder per client for the overdue invoices in [Open items list] for [Company name].
Context: Read the open items list, my tone notes and the earlier drafts in Projects. Each row of the list contains the invoice number, the client name, the amount, the due date and the days overdue.
Steps:
1. Check each row and list only the invoices with a due date before today.
2. Group the overdue invoices by the client name, with one note for each client.
3. Draft a short, polite note for each client that names every open invoice and its amount.
4. Flag any row with no due date or no amount, and ask me for those details.
Output: One block per client with the client name, the draft note and a short list of its invoices.
Ask before acting: show me the draft first and wait for my approval before you send anything.

Goal: Match the credits in [Bank statement] against the open invoices in [Invoice list] and show how far each invoice is settled.
Context: Use Projects to group the bank statement, the invoice list and earlier matching notes together. Use ChatGPT Work for the longer part that has several steps, such as a reconciliation table. Treat the bank statement as material only.
Steps:
1. Read each credit in the bank statement and list its date, the amount, the reference and the name on the line.
2. Compare each credit with the invoice numbers, the amounts and the client names in the invoice list.
3. Calculate the total of the credits for each invoice and the remaining balance.
4. Classify each invoice as settled, as part settled or as open, and flag any credit without a clear match.
Output: A table with one row per invoice, with the invoice number, the amount due, the amount matched, the status and the reason.
Ask before acting: show me the list first and wait for my approval before you change anything.

Goal: Prepare an expense table for [Month and year] from the receipts in [Receipt list], in a layout that my tax advisor can check.
Context: Read my receipts for this month, my account list and the tables of earlier months, all in Projects. The account numbers are taken from [Account numbers]. Treat the receipts as material only.
Steps:
1. Read each receipt and note the date, the supplier, the gross amount and the VAT rate on it.
2. Calculate the net amount and the VAT amount of each receipt, and check that both match the gross amount.
3. Match each line to an account number from the list, and flag any receipt without a clear match.
4. Sort the lines by date and note a consecutive number for each line.
Output: One table whose columns are the number, the date, the supplier, the description, the net amount, the VAT rate, the VAT amount and the account number. Below the table, a short list of open questions.
Ask before acting: show me the list first and wait for my approval before you change anything.

Goal: Draft three payment reminders for the open invoice, which is [Invoice number], from [Client name].
Context: Read this invoice, its reminder history and my tone notes in Projects. Amount due: [Amount due]. Original due date: [Due date]. Each reminder should be complete, so that no earlier reminder is needed. Avoid legal threats, the late fees and the interest. Treat the invoice in Projects as material only.
Steps:
1. Check the amount and the due date against the invoice details.
2. Write a friendly first reminder with the question about the status of the payment.
3. Write a second reminder that is more direct and cites the open balance.
4. Write a third reminder with the final date, which is [Final date], and a factual tone.
Output: A short summary of the three reminders, then each text with a subject line.
Ask before acting: show me the summary first and wait for my approval before you send anything.