DoctorClaw Invoice Tracker

Invoice tracker — track sent invoices, flag overdue payments, draft follow-up reminders. Weekly cron or on-demand.

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:

1. Invoice list location — file path, Google Sheet URL, or accounting tool connection
2. Payment terms — your standard terms (default: Net 30)
3. Reminder style — your tone for follow-ups (professional, friendly, firm, casual)
4. Overdue thresholds — when to escalate (default: 7 days past due = reminder, 30 days = urgent, 60 days = escalation)
5. Check schedule — when to run (default: every Monday at 9:00 AM local)
6. Delivery — where to send the invoice digest (Telegram, Discord, file)
7. 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:

text

💰 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)

1. 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."

3. 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.

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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.

→ doctorclaw.ceo