ChatGPT Prompt for Collecting Late Invoices

To collect a late invoice with ChatGPT, give it the invoice number, amount, due date, and how late it is, and ask for a reminder that matches the stage: friendly at a few days late, firmer at 30, and a clear final notice after that. The prompt below writes all three so you can send the right one without stewing over the wording.

Write three payment reminders for invoice [NUMBER] for [AMOUNT], due [DATE], for [JOB] at [CUSTOMER NAME]'s property. Payment options: [HOW THEY CAN PAY, e.g. link, check, card by phone].
1. Friendly reminder (a few days late): assume they forgot. Short text + short email.
2. Second reminder (about 30 days late): polite but direct. Restate the amount and due date and ask when they can pay.
3. Final notice (60+ days): calm and firm. State what happens next: [NEXT STEP YOU WILL ACTUALLY TAKE, e.g. late fee per our signed terms / small claims].
Rules: professional, never insulting or threatening. Don't mention late fees, interest, liens, or collections unless I listed them above. Include the invoice number and amount in each.

How to use it

1. Fill in the facts once. You get all three stages in one go.
2. Send stage 1 right away. Calendar the next two.
3. If they reply with a problem with the work, stop the reminders and call them.
4. Only threaten a step you will really take and that your contract allows.

Lien, late-fee, and collection rules vary by state. Check yours before you mention them. General information, not legal advice.