Freelancer Invoice Chaser

Stop chasing payments manually. Your AI tracks every invoice you send, monitors payment deadlines, and crafts professional follow-up emails when clients are late. Get paid faster without the awkward conversations.

What You'll Build

• Automatic invoice tracking that detects when you send invoices via email
• Payment deadline monitoring based on your standard payment terms
• Smart follow-up sequences with escalating politeness levels for overdue payments
• Client payment pattern analysis to identify consistently slow payers

Requirements

• Plugins: Email, Telegram
• Setup time: 10 minutes
• Get these plugins: lobstash.ai

Step-by-Step Setup

1. Configure Invoice Detection

Set up your AI to automatically identify when you send invoices to clients.

``` "Monitor my outgoing emails for invoices. Look for emails with attachments containing 'invoice', 'bill', or payment amounts, or emails with subjects like 'Invoice #[number]' or 'Payment Due'. Extract client name, invoice amount, and invoice date." ```

Test this by sending yourself a sample invoice email to confirm detection works properly.

2. Set Payment Terms

Define your standard payment terms so your AI knows when to start follow-ups.

``` "My standard payment terms are NET-30 (30 days). For new clients, send a friendly reminder at 25 days. For established clients, start following up at 35 days overdue. For clients with history of slow payment, start at 20 days." ```

Customize these timelines based on your industry standards and client relationships.

3. Create Follow-Up Email Templates

Design a sequence of increasingly urgent but professional follow-up messages.

``` "Create follow-up email templates:

First follow-up (gentle reminder): 'Hi [Client], Hope you're doing well! Just a friendly reminder that Invoice #[number] for $[amount] was due on [date]. If you've already sent payment, please disregard. Let me know if you need a copy of the invoice or have any questions!'

Second follow-up (firm but polite): 'Hi [Client], I wanted to follow up on Invoice #[number] for $[amount], which is now [days] days overdue. Could you please provide an update on when I can expect payment? I'm happy to discuss if there are any issues.'

Third follow-up (urgent): '[Client], Invoice #[number] for $[amount] is significantly overdue (due [date]). Please prioritize this payment or contact me immediately to discuss. Timely payment is important for maintaining our working relationship.'" ```

4. Set Up Payment Confirmation Tracking

Configure your AI to detect when clients have paid so it stops sending reminders.

``` "Monitor incoming emails for payment confirmations, bank notifications, or replies mentioning payment was sent. When you detect payment for an invoice, mark it as paid and stop all follow-ups for that invoice." ```

5. Enable Status Reporting

Get regular updates on your accounts receivable and payment patterns.

``` "Every Friday, send me a Telegram summary of:

• Total amount in outstanding invoices
• Which invoices are overdue and by how many days
• Any clients with concerning payment patterns
• Payments received this week" ```

Pro Tips

• Personalize follow-ups based on client relationship - more casual for long-term clients, more formal for corporate accounts
• Track payment patterns to adjust future payment terms or require upfront payments for chronically slow clients
• Set up gentle pre-due reminders for VIP clients as a courtesy to avoid any overdue situations
• Document communication by auto-forwarding follow-up emails to your project management system or client folder

The goal is to maintain professional relationships while ensuring timely payment. Your AI handles the uncomfortable part of chasing money, letting you focus on delivering great work.

Consistent, professional follow-up dramatically improves payment speed and cash flow for freelancers.