Run debtor reminders on a schedule
The agent finds overdue invoices in 1C, drafts a reminder for every debtor and sends them on a schedule: gentle, firm and final, each with amounts and documents.
Medium · 20 min · set up once
Who it fits
- Payment reminders are written by hand and remembered a month after the due date.
- You want the money conversation to follow one script across all sales reps rather than their mood.
- Not a fit if your rules require the sales rep to call the debtor first: a scheduled mailout will override that order.
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 counterparty has an unallocated payment or a dispute over an acceptance act — 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.
Copy the prompt or open it straight in a chat with the agent.
Try for freeHow the agent does it
Set the schedule and the tone
Decide on which day each letter goes out and how the second differs from the first in tone. Name the counterparties we never write to — key clients and those in litigation.
Run the mailout
The agent checks terms and overdue days in 1C, fills amounts and invoice numbers into the template and sends the letters by email, with a copy of the list to Telegram.
Check the result
A letter about a debt that doesn't exist costs more than a few days of silence — read a sample before the first run
Review the texts and the schedule. List: — letters where the debt amount didn't match the reconciliation statement or includes disputed documents; — counterparties 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.
What you set
1C, Email, Telegram. From you: the sending schedule, the tone of each letter, the signature and the list of exempt counterparties.