Run debtor reminders on a schedule
Payment reminders get remembered a month after the due date. The agent writes three letters of rising firmness and sends them on schedule.
Medium · 20 min · set up once
What you get
ready drafts · set up once
Letter one, third day overdue: "Hello! A reminder about invoice no. 412 of 12 March for 180,000 ₽, which was due on 25 March. If the payment has gone out, please send us the slip." Two letters were left in drafts: Romashka LLC is in dispute over a certificate, and Supplier A has paid but it is not yet allocated. The agent does not send those.
A sample on made-up data — your numbers will be your own.
Who it fits
- Reminders are written by hand and remembered a month after the due date has passed.
- You want the money conversation to follow one script across all reps, not their mood that day.
When it won't work
Your rules say the rep calls the debtor first — a scheduled mailout would cut across that order.
How the agent does it
Set schedule and tone
Decide which day each letter goes out and how the second differs from the first in tone. Name who is never written to: key clients and disputed debts.
Start the mailout
The agent checks terms and overdue days in 1C, fills amounts and invoice numbers into your template, sends the letters and drops the list into Telegram.
Read a sample
A letter about a debt that doesn't exist costs more than a few days of silence. Before the first run, read a handful of letters end to end.
What you set
You'll need 1C, email and Telegram. From you: which day each letter goes out, in what tone, the signature and who is never written to.
What you'll need
Starter prompt
Copy the prompt or open it straight in a chat with the agent.
Prepare three payment reminder texts and a schedule for sending them to the debtors from 1C. The first — [three] days before the due date, neutral: amount, invoice numbers, payment date. The second — on day [seven] past due, specific: how many days are overdue and what happens next. The third — on day [thirty], formal: referencing the contract clause on late payment penalties. Take amounts and document numbers only from 1C. If a customer has an unallocated payment or a dispute over an acceptance certificate — don't send the letter, move them into a "human first" list. Don't calculate penalties in the text if the rate isn't filled in in the contract: write "in accordance with the contract". Output three templates with placeholders, a sending rule for each and a list of exceptions.
Open in chatReview the texts and the schedule. List: — letters where the debt amount didn't match the reconciliation statement or includes disputed documents; — customers who would get two reminders at once for different invoices — those need to be merged; — recipients whose payment has already arrived but hasn't been allocated yet; — wording that must not go out without a lawyer: threats of court, penalty calculations, formal demands; — those who ended up in the mailout for the first time — better to show them to the sales rep. Say which letters can go as they are and which should stay in drafts.
A second prompt — the agent uses it to review its own work and show what's left for you.