Invoice Automation Skill

Automates the invoice lifecycle: aging analysis → follow-up sequencing → payment matching → collection priority scoring.

1. AR/AP Aging Analysis

What It Does

Buckets open invoices into aging bands (Current, 1–30, 31–60, 61–90, 90+) and computes exposure at each band.

Input Format

Accepts CSV, JSON, or inline data with at minimum:

invoice_id
client_name (or vendor_name for AP)
invoice_date
due_date
amount
amount_paid (optional; defaults to 0)

Aging Report Output

AR AGING SUMMARY — As of 2026-03-15
=====================================
Client           Current    1-30d    31-60d    61-90d    90+d     Total
────────────────────────────────────────────────────────────────────────
Acme Corp         $0       $4,200    $0        $8,500    $0       $12,700
Beta LLC        $15,000     $0       $2,100    $0        $5,000   $22,100
...

TOTALS          $15,000    $4,200   $2,100    $8,500    $5,000   $34,800
Weighted DSO: 47 days

How to Trigger

"Run aging on this invoice list: [paste CSV or describe source]" "What's our AR aging as of today?" "Show AP aging for last month"

2. Automated Follow-Up Sequencing

Sequence Logic

Days Past Due	Action	Tone
1–7	Friendly reminder	Warm
8–21	Polite escalation	Professional
22–45	Firm demand with late fee notice	Direct
46–90	Final notice + payment plan offer	Firm
90+	Escalate to collections/legal	Formal

Draft Follow-Up Email Templates

Stage 1 — Friendly Reminder (1–7 days past due)

Subject: Invoice #[INV-ID] — Friendly Payment Reminder

Hi [Client Name],

Just a quick note — Invoice #[INV-ID] for $[AMOUNT], due [DUE DATE], appears to still be outstanding.

If payment has already been sent, please disregard. Otherwise, you can pay via [PAYMENT METHOD].

Let us know if you have any questions.

Best,
[Firm Name]

Stage 2 — Polite Escalation (8–21 days)

Subject: Invoice #[INV-ID] — Payment Follow-Up

Hi [Client Name],

We noticed Invoice #[INV-ID] for $[AMOUNT] is now [X] days past due.

Please arrange payment at your earliest convenience or reach out to discuss any issues.

[PAYMENT LINK]

Thank you,
[Firm Name]

Stage 3 — Firm Demand (22–45 days)

Subject: OVERDUE — Invoice #[INV-ID] Requires Immediate Attention

[Client Name],

Invoice #[INV-ID] for $[AMOUNT] is now [X] days overdue. Per our agreement, a late fee of [LATE FEE %] has been applied.

Updated balance: $[NEW AMOUNT]

Please remit payment within 5 business days to avoid further action.

[PAYMENT LINK]

PrecisionLedger Accounting

Stage 4 — Final Notice + Payment Plan (46–90 days)

Subject: Final Notice — Invoice #[INV-ID]

[Client Name],

This is a final notice regarding Invoice #[INV-ID], now [X] days past due. Outstanding balance: $[AMOUNT].

We are prepared to offer a structured payment plan. Contact us within 48 hours to arrange:
- [PAYMENT PLAN OPTION 1]
- [PAYMENT PLAN OPTION 2]

Failure to respond will result in referral to collections.

PrecisionLedger Accounting

How to Trigger

"Draft follow-up emails for all invoices 30+ days past due" "Generate a Stage 2 follow-up for Acme Corp Invoice #1042" "What's the next action for client Beta LLC?"

3. Payment Matching

Logic

Matches incoming payments to open invoices using:

Exact match — payment amount = invoice amount (highest confidence)
Partial match — payment covers multiple invoices (sum match within tolerance)
Fuzzy match — memo/reference field matches invoice ID or client name
Unmatched — flag for manual review

Input

Bank feed export or payment notification data
Open invoice list

Output

PAYMENT MATCHING RESULTS — 2026-03-15
======================================
Payment ID  Amount    Matched To         Confidence  Status
──────────────────────────────────────────────────────────
PMT-2201    $4,200   INV-1042 (Acme)    HIGH        ✅ Matched
PMT-2202    $10,000  INV-1038 + INV-1039 MEDIUM     ⚠️  Review
PMT-2203    $750     —                  NONE        ❌ Unmatched

How to Trigger

"Match today's payments to open invoices: [paste bank data]" "We received $10k from Beta LLC — which invoices does that cover?" "Show me all unmatched payments this month"

4. Collection Priority Matrix

Scoring Factors

Factor	Weight	Description
Days past due	40%	Older = higher priority
Invoice amount	30%	Larger balances prioritized
Client payment history	20%	Chronic late payers scored higher
Dispute flag	10%	Disputed invoices deprioritized

Priority Tiers

Score	Tier	Action
80–100	🔴 Critical	Immediate escalation, daily follow-up
60–79	🟠 High	Weekly follow-up, payment plan offer
40–59	🟡 Medium	Standard sequence, monitor
0–39	🟢 Low	Automated reminder only

Output

COLLECTION PRIORITY MATRIX — 2026-03-15
=========================================
Rank  Client        Invoice     Amount    DPD   Score  Tier
─────────────────────────────────────────────────────────────
1     Acme Corp     INV-1021   $8,500     68    87     🔴 Critical
2     Gamma LLC     INV-1035   $5,000     91    83     🔴 Critical
3     Beta LLC      INV-1039   $2,100     34    61     🟠 High
4     Delta Inc     INV-1042   $4,200     12    44     🟡 Medium

How to Trigger

"Generate collection priority matrix from current AR aging" "Who should we call first today?" "Score this invoice list for collection priority"

5. Workflow Examples

Full AR Review

User: Run full AR review — aging, priorities, and draft follow-ups for top 3 past due.
Sam: [Runs aging] → [Scores matrix] → [Drafts 3 follow-up emails by stage] → presents for approval

Single Client Deep Dive

User: Full invoice status for Acme Corp
Sam: [Pulls all open invoices] → [Aging position] → [Payment history] → [Next action recommendation]

Payment Application

User: Got a $12,700 wire from Acme — apply it
Sam: [Matches to INV-1021 $8,500 + INV-1042 $4,200] → [Confirms match] → [Notes for QBO entry by human]

6. Negative Boundaries — When NOT to Use

❌ Do not enter or post transactions in QBO, Xero, or any client accounting system (read-only rule)
❌ Do not send follow-up emails without Irfan reviewing and approving drafts first
❌ Do not make collection calls (use output as briefing for human follow-up)
❌ Do not write off bad debt or adjust invoice balances without explicit instruction
❌ Do not resolve billing disputes — flag and escalate to Irfan
❌ Do not use for payroll, tax filings, or regulatory submissions (use compliance-monitor skill)

7. Data Formats

Accepted CSV Schema

invoice_id,client_name,invoice_date,due_date,amount,amount_paid,status,notes
INV-1042,Acme Corp,2026-01-15,2026-02-15,4200.00,0.00,open,
INV-1038,Beta LLC,2026-02-01,2026-03-01,2100.00,0.00,open,disputed

Output Delivery

Console/chat: formatted tables
File export: memory/ar-aging-YYYY-MM-DD.md or CSV on request
Approval gate: all follow-up drafts held pending Irfan sign-off before any send

Part of the PrecisionLedger OS — Precision. Integrity. Results.