Daily Chargebee collections worklist for your AR team

Every weekday at 9am, build a prioritized accounts receivable collections worklist from Chargebee and deliver it to the team that owns collections. This is an agent workflow: it needs to rank accounts by risk and draft a short follow-up note for each one, so apply judgement rather than a fixed template.

Start in Chargebee with List Invoices, filtered to invoices that are still unpaid and past their due date (an outstanding balance greater than zero and a due date earlier than today). Page through all matching invoices, not just the first page.

For each overdue invoice, call Retrieve Customer in Chargebee to get the account's primary contact name and email. From the invoice itself, read the amount owed and work out how many days past due it is from the due date. Convert Chargebee's amounts from the smallest currency unit (cents) into whole currency for anything a person will read.

Skip any invoice that is already inside an active dunning retry. Chargebee records a dunning status on each invoice; if dunning is currently in progress, leave that invoice out of the worklist so you do not chase customers Chargebee is already automatically following up with. Only read the dunning status to decide what to skip; do not stop or change dunning yourself.

Rank the remaining invoices by a combination of dollar amount owed and how overdue they are, so the largest, oldest balances come first. Clearly highlight anything more than 30 days past due at the very top of the list as the most urgent. For each account, draft a short, tailored follow-up note the team can use to reach out, referencing the customer name, the amount owed, and how late the payment is.

Post the finished ranked worklist to Slack using the Slack Bot Send a Message action, sent to the channel or person who owns accounts receivable. Put the most urgent accounts (more than 30 days past due) at the top, and include for each entry the customer, contact, amount owed, days overdue, and the drafted follow-up note. Format it as a clean, scannable list using Slack markup.

Also append every overdue invoice as a new row to a Google Sheets collections tracker using Append Values, so there is a running collections log over time. Use one row per invoice with columns for the run date, customer name, contact, invoice number, amount owed, days overdue, dunning status, priority rank, and the drafted follow-up note.

If there are no overdue invoices on a given day, post a short note in Slack saying the collections queue is clear and skip the spreadsheet update.