Weekly past-due invoice reminders for Service Fusion

PromptCreate

Every Monday at 8am, chase past-due accounts receivable in Service Fusion. Send a personalized reminder email to every customer with at least one overdue invoice, then post a short internal recap in Slack.

Step 1. Use Service Fusion List Invoices to pull open invoices. Page through the results and, in-workflow, keep only the invoices whose due date is more than 7 days ago and whose remaining balance is greater than zero. Filter locally rather than relying on bracketed date filters because balance-greater-than-zero is not something the list endpoint filters on directly.

Step 2. Group the surviving invoices by customer. For each unique customer, call Service Fusion Get Customer to resolve the contact email, the customer name, and any prior job context that helps personalize the note. Drop any customer that does not have a valid email on file.

Step 3. For each remaining customer, draft one warm-but-firm reminder email that covers every one of their overdue invoices in a single message. Reference the specific invoice numbers, the amount due on each, the service performed, and how many days past due each invoice is. Keep the tone professional and human, thank them for their business, and make it easy to reply with questions or a payment update.

Step 4. Send each email through Gmail Send a Message from the account owner's mailbox so replies land in the right inbox.

Step 5. Post a short internal recap in Slack with Slack Send a Message. List each customer that was contacted, the number of overdue invoices they were reminded about, and their outstanding balance, then finish with the total dollars being chased this week. This Slack recap is the system of record for who was contacted, because Service Fusion only exposes read and create operations and cannot be updated to flag an invoice as chased.

Constraints: cap sends to customers with a valid email; always group multiple overdue invoices per customer into one email; never send more than one reminder per customer per run.

What does this prompt do?

Pulls every open Service Fusion invoice on Monday morning and keeps the ones that are more than 7 days past due with a balance still owed
Groups multiple overdue invoices per customer into a single warm-but-firm reminder email that references the invoice numbers, amounts, service performed, and how many days late each one is
Sends each email from your Gmail so replies come straight back to you
Posts a short Slack recap listing who was contacted and the total dollars being chased that week
Skips any customer that does not have a valid email on file so nothing bounces

What do I need to use this?

A Service Fusion account with permission to read invoices and customers
A Gmail account you want the reminder emails sent from
A Slack workspace and a channel for the internal recap

How can I customize it?

Change the day and time it runs (default is Monday at 8am)
Adjust the past-due threshold (default is more than 7 days late)
Rewrite the tone of the reminder email, add a payment link, or offer a small discount
Pick a different Slack channel or set of teammates for the weekly recap

FAQs

Will this email every customer with an open invoice?

No. It only emails customers whose invoices are more than 7 days past their due date and still have a balance owed. Anyone without an email on file is skipped so nothing bounces.

What happens if the same customer has several overdue invoices?

They get one email that lists every overdue invoice with the total amount owed, so the same person is not chased multiple times in the same week.

Can I control the tone of the reminder email?

Yes. The email is written per customer each Monday, so you can make it gentler, firmer, or add a payment link, discount offer, or specific next step in the instructions.

Does this mark the invoice as contacted inside Service Fusion?

No. Service Fusion does not let outside tools update invoice records, so the log of who was chased and how much is being pursued lives in the weekly Slack recap.

Can I send from a shared inbox or run this on a different day?

Yes. Both the schedule and the sending mailbox are set when you turn the workflow on, so pick whatever cadence and sender fits your finance team.

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