Invoice Tracker
Stop chasing payments manually. This skill tracks your sent invoices, flags overdue ones, and drafts polite-but-firm payment reminders — so you get paid faster without the awkward follow-ups.
Run it weekly on a cron, or trigger it whenever you need to check who owes you money.
What You Get
- All outstanding invoices organized by status (paid, pending, overdue, severely overdue)
- Automatic overdue detection based on payment terms
- Drafted payment reminder emails for each overdue invoice
- Aging report showing how long invoices have been outstanding
- Revenue summary (total billed, total collected, total outstanding)
Setup
Required
- Invoice list — A CSV file, Google Sheet, or any structured list your agent can read. Minimum columns: client name, invoice number, amount, date sent, due date, status (paid/unpaid). More columns = better context.
Optional (but recommended)
- Send access — Gmail or email provider if you want the agent to send reminders after your approval
- Accounting integration — QuickBooks, FreshBooks, Wave, or Stripe for automatic invoice data
- Delivery channel — Telegram/Discord for overdue alerts
Configuration
Tell your agent:
- Invoice list location — file path, Google Sheet URL, or accounting tool connection
- Payment terms — your standard terms (default: Net 30)
- Reminder style — your tone for follow-ups (professional, friendly, firm, casual)
- Overdue thresholds — when to escalate (default: 7 days past due = reminder, 30 days = urgent, 60 days = escalation)
- Check schedule — when to run (default: every Monday at 9:00 AM local)
- Delivery — where to send the invoice digest (Telegram, Discord, file)
- Currency — your billing currency (default: USD)
How It Works
Step 1: Load Invoice Data
- Read your invoice list from the configured source
- For each invoice, extract: client name, invoice number, amount, date sent, due date, payment status, notes
- Calculate days outstanding for each unpaid invoice
Step 2: Categorize Invoices
Sort all unpaid invoices into categories:
🟢 CURRENT — Not yet due
- Due date is in the future
- No action needed
🟡 DUE SOON — Due within 7 days
- Approaching due date
- Optional: send a friendly pre-due reminder
🔴 OVERDUE — Past due date (1-30 days)
- Payment is late
- Draft a polite reminder email
⚫ SEVERELY OVERDUE — 30+ days past due
- Payment is significantly late
- Draft a firmer follow-up with escalation language
Step 3: Draft Reminders
For each overdue invoice, draft a payment reminder:
- First reminder (1-7 days overdue): Friendly, assume they forgot. "Just a quick reminder that Invoice #X is now past due."
- Second reminder (8-14 days overdue): Professional but direct. "Following up on Invoice #X — please let me know if there are any questions about this balance."
- Third reminder (15-30 days overdue): Firm. "Invoice #X is now [X] days past due. Please arrange payment at your earliest convenience."
- Escalation (30+ days): Serious. "This is a final notice regarding Invoice #X. If we don't receive payment by [date], we may need to discuss next steps."
Match the configured reminder style. Mark all as DRAFT — never send without approval.
Step 4: Compile Invoice Digest
Format the digest:
💰 Invoice Digest — [Date]
📊 REVENUE STATUS
Total billed (all time): $[X]
Total collected: $[X] | Outstanding: $[X]
Overdue amount: $[X] across [X] invoices
⚫ SEVERELY OVERDUE ([X] invoices — $[X] total)
1. [Client] — Invoice #[X] — $[amount]
Sent: [date] | Due: [date] | [X] days overdue
📝 Reminder draft ready
🔴 OVERDUE ([X] invoices — $[X] total)
2. [Client] — Invoice #[X] — $[amount]
Sent: [date] | Due: [date] | [X] days overdue
📝 Reminder draft ready
🟡 DUE SOON ([X] invoices — $[X] total)
3. [Client] — Invoice #[X] — $[amount]
Due: [date] ([X] days)
🟢 CURRENT ([X] invoices — $[X] total)
All on track — no action needed
💡 INSIGHTS
• Oldest overdue: [Client] — [X] days ($[amount])
• Largest outstanding: [Client] — $[amount]
• Collection rate this month: [X]%
Step 5: Deliver & Track
- Send digest via configured channel
- Show full reminder drafts below the digest for review
- When user approves ("send reminder 1" or "send all"), send the emails
- After sending, log the reminder in the invoice notes with today's date
- Update invoice status if payment is confirmed
Examples
User: "Check my invoices"
Agent runs the workflow and responds:
💰 Invoice Digest — Monday, March 10
📊 REVENUE STATUS Total billed: $47,200 | Collected: $38,500 | Outstanding: $8,700 Overdue: $4,200 across 3 invoices
⚫ SEVERELY OVERDUE (1 invoice — $2,400)
- Greenfield Properties — Invoice #1047 — $2,400 Sent: Jan 15 | Due: Feb 14 | 24 days overdue 📝 Draft: "Hi Lisa, this is a follow-up regarding Invoice #1047 for $2,400, now 24 days past due. Could you please provide an update on the payment timeline?"
🔴 OVERDUE (2 invoices — $1,800) 2. TechStart Inc — Invoice #1052 — $1,200 Sent: Feb 10 | Due: Mar 2 | 8 days overdue 📝 Draft: "Hey James, just a friendly reminder that Invoice #1052 is a bit past due. Let me know if you have any questions about it."
- Bloom Studio — Invoice #1054 — $600 Sent: Feb 20 | Due: Mar 7 | 3 days overdue 📝 Draft: "Hi Maria, quick heads up — Invoice #1054 was due on March 7th. Just wanted to make sure it didn't slip through the cracks!"
🟢 CURRENT (4 invoices — $4,500) All on track
User: "Send reminders 2 and 3. Mark Greenfield as payment received."
Agent: Sends reminders to TechStart and Bloom. Updates Greenfield to "paid" with today's date.
User: "Set up weekly invoice checks"
Agent: Configures cron for Monday 9:00 AM, confirms:
"Invoice tracker scheduled for every Monday at 9:00 AM. I'll flag overdue invoices and draft reminders for your review."
Customization Ideas
- Auto-generate invoices — create invoices from completed project milestones
- Late fee calculator — automatically calculate and include late fees per your terms
- Payment link inclusion — add Stripe/PayPal payment links to reminder emails
- Client payment history — track which clients consistently pay late
- Monthly revenue report — summarize billings, collections, and trends each month
- Tax prep export — export annual invoice data formatted for your accountant
Want More?
This skill handles invoice tracking and payment reminders. But if you want:
- Custom integrations — connect to QuickBooks, Stripe, FreshBooks, or your specific invoicing tool
- Advanced automations — auto-generate invoices, calculate late fees, sync with your accounting system
- Full system setup — identity, memory, security, and 5 custom automations built specifically for your workflow
DoctorClaw sets up complete OpenClaw systems for businesses:
- Guided Setup ($495) — 2-hour live walkthrough. Everything configured, integrated, and running by the end of the call.
- Done-For-You ($1,995) — 7-day custom build. 5 automations, 3 integrations, full security, 30-day support. You do nothing except answer a short intake form.