02 Smb Invoice Tracker

Automated invoice tracking + payment reminders for freelancers and small businesses. Scans Gmail for invoices, extracts amounts and due dates via LLM, sends polite reminders via WhatsApp or email, generates weekly cash flow report. Use when user says 'track invoices', 'invoice reminder', 'follow up on payments', 'cash flow', or has outstanding invoices to manage.

SMB Invoice Tracker

When to use this skill

Activate when the user wants to:

• Stop manually tracking who owes them money
• Get automated payment reminders sent to clients
• Scan Gmail for invoices sent/received
• Generate a weekly cash flow report
• Recover from late payments without manual chasing

Prerequisites

• Gmail account with OAuth access (or manual entry mode without Gmail)
• Optional: WhatsApp Business API access (for WhatsApp reminders)
• Optional: Stripe / PayPal API access (for payment confirmation)
• OpenClaw gateway running

Workflow

1. Authenticate Gmail

bash

clawhub run smb-invoice-tracker auth gmail

This opens OAuth, no password stored. Scans for invoice-related emails (PDF/image attachments, vendor names, payment terms).

2. Add an invoice manually (alternative to scan)

bash

clawhub run smb-invoice-tracker add \
  --payer "Acme Corp" \
  --amount 1500 \
  --currency "USD" \
  --due 2026-07-15 \
  --note "Q2 consulting"

3. Configure reminder tone and channel

bash

clawhub run smb-invoice-tracker configure \
  --tone "polite" \
  --channel "email" \
  --reminder-schedule "T-7,T-1,T+0,T+7"

Available tones: polite, friendly, firm, legal (the last one for 60+ days overdue).

4. Set up multi-currency (if needed)

bash

clawhub run smb-invoice-tracker currency \
  --base "USD" \
  --rates-from "exchangerate-api.com"

5. Run the daily scan

The skill runs a daily cron that:

• Scans Gmail for new invoice-related emails
• Extracts amount, due date, payer via LLM
• Checks for overdue invoices
• Sends reminders per schedule
• Updates the ledger

Manual trigger:

bash

clawhub run smb-invoice-tracker scan

6. View status

bash

# List all tracked invoices
clawhub run smb-invoice-tracker list

# Show overdue
clawhub run smb-invoice-tracker list --status outstanding

# Weekly cash flow report
clawhub run smb-invoice-tracker report --period week

7. Mark an invoice as paid

bash

# Manual
clawhub run smb-invoice-tracker mark-paid --id INV-042

# Or when payer replies "paid" via WhatsApp/email, auto-detected

Outputs

The skill produces:

• Daily Telegram digest: 3 nearest due dates, overdue count
• Weekly cash flow report: outstanding balance, upcoming due, forecast
• Auto-reminders: per configured schedule
• CSV export: for your accountant

Common customizations

For solo freelancers (5-20 active invoices):

• Default tone: polite
• Reminder schedule: T-3,T+0,T+7
• Channels: email only

For agencies (50+ active invoices):

• Tone: polite for first reminder, firm after 30 days
• Reminder schedule: T-7,T-1,T+0,T+14
• Channels: email + WhatsApp (if MENA clients)

For e-commerce / inventory:

• Reconcile supplier invoices with received shipments
• Auto-flag price discrepancies

Cost expectations

• Gmail API: free (within quota)
• LLM extraction: ~$0.001 per invoice
• WhatsApp: $0.02-0.08 per message (if used)
• OpenClaw: free, self-hosted

Typical small business (20 invoices/month): $0.50-2/month total.

Troubleshooting

Invoice not auto-detected from Gmail?

• Check spam folder rules
• Manually add via add command

Reminder not sent?

• Check tone config is valid
• Check channel credentials
• Manually inspect the reminder content with list --id INV-001

Wrong amount extracted?

• Review the source email
• Mark the old invoice as paid with a note, then re-add via add

See also

• references/email-templates.md — pre-built reminder templates per tone
• references/multi-currency.md — handling AED/QAR/SAR/EGP/USD
• references/whatsapp-flows.md — WhatsApp reply handling for "I paid" detection
• references/csv-export.md — accounting software integration