Automation for finance · Runs every Tuesday and Friday at 08:00
Overdue invoice collections
An aging invoice log with tailored collection emails drafted for overdue accounts. Your assistant runs it every Tuesday and Friday at 08:00 and tells you when something needs your attention.
Overdue invoice collections — Sep 15
Automation run • Sep 15
Overdue invoice collections
Output
Harbor & Pine has $1,800 overdue across two wholesale accounts in Xero, plus $400 current. The aging log in Google Workspace has been updated, and two collection emails are waiting in drafts for your review.
| Account | Invoice | Due date | Overdue age | Balance |
|---|---|---|---|---|
| Ternlight Outpost | HP-1044 | Sep 21, 2026 | Current | $400 |
| Ternlight Outpost | HP-1041 | Sep 7, 2026 | 1-30 days (8 days) | $600 |
| Brackenfold Goods | HP-1042 | Jul 31, 2026 | 31-60 days (46 days) | $900 |
| Brackenfold Goods | HP-1043 | Jun 30, 2026 | Over 60 days (77 days) | $300 |
Draft 1 waiting in drafts: To: June Moss (june@example.com) Subject: Harbor & Pine invoice HP-1041 reminder Hi June, Checking in regarding invoice HP-1041 for $600, which was due on September 7, 2026. Could you confirm when payment is expected? If this has already cleared, please share the payment details so we can update our records. Best, Theo
Draft 2 waiting in drafts: To: Asa Glen (asa@example.com) Subject: Overdue balance for Brackenfold Goods: HP-1042 and HP-1043 Hi Asa, Harbor & Pine records show $1,200 remains unpaid across two overdue invoices: HP-1042 for $900, due July 31, 2026, and HP-1043 for $300, due June 30, 2026. Please confirm when payment will clear, or let us know if there is an open question holding this up. Thank you, Theo
Automation steps. Your assistant follows these 4 steps each time it runs, using your connected accounting and email and calendar.
- 01
Twice a week, pull every open invoice and group it by how overdue it is: current, 1–30, 31–60, and over 60 days.
- 02
Keep a running aging log of who owes what and when I last reached out.
- 03
Draft a collection email for each overdue account, citing the invoice number, amount and due date, starting friendly and growing firmer with age.
- 04
Skip anyone who has paid or is on a payment plan, don't chase an account twice in one cycle, and only treat an invoice as paid if you can see it cleared.
Adjust the automation in chat
Tell your assistant what to do differently and it sets up that version for you.
- Only draft emails for accounts that are more than 14 days overdue.
- Exclude wholesale accounts that have an active payment arrangement.
- Draft reminders using a firmer tone for balances past 45 days.
Results arrive as a message from your assistant. Each run posts to your conversation with your assistant, and can email you too. The automation keeps a log in your knowledge base and reads it before each run to see what has changed.
Adjustable schedule
Runs every Tuesday and Friday at 08:00 by default. Pick another time when you add it, or ask in chat for a custom schedule.
Only useful reports
When nothing needs attention, the run says so in a line or stays quiet. When there are findings, you get them with a link to the full run.
What it does on its own
Maintains your invoice aging log and drafts collection emails. Every email waits for you to send. An automated run has no tool that sends, posts, shares, or deletes anything.
This automation reads your accounting and email and calendar. Connect Xero, Business Central, or QuickBooks for your accounting and Google Workspace or Microsoft 365 for your email and calendar to Fieldwork. It also uses your files when connected.
More automations for finance.
Questions about this automation.
- How do I set this up?
- Open your assistant on the Agents page in Fieldwork, locate Overdue invoice collections in the library, and select Add. If your accounting system like Xero or your email platform like Google Workspace is not connected yet, the setup card prompts you to connect them. It starts on the suggested schedule of every Tuesday and Friday at 8:00 AM, which you can modify when adding it.
- Does Fieldwork send collection emails directly to customers?
- No. The automation maintains your aging log and prepares drafts, but it never sends messages, contacts customers, or moves funds on its own. Every email waits in your drafts folder for you to review and send.
- Where do results arrive?
- Summaries arrive as a message in your conversation with your assistant, and can be emailed to your inbox as well. When all customer balances are current and no drafts are required, the assistant confirms this briefly or stays quiet.
- Can I run this outside the regular schedule?
- Yes. In addition to its scheduled morning runs on Tuesdays and Fridays, you can ask your assistant in chat to check open invoices and draft reminders at any moment.
Security first
No training on your data
Neither we nor our model providers train on your data. Inference runs with zero retention wherever the provider supports it.
Access
Agents only see what the person asking can see. Conversations, files, apps and connections stay private until shared, and admins have no way into conversations.
Encryption and isolation
Data is encrypted at rest and in transit. Each user's code runs in its own microVM, and secrets reach models by name only.
Continuity
Continuous backups, replicated to a second region. Data is exported on request and deleted within 30 days of a contract's end.