Invoice Automation

AR/AP invoice automation for PrecisionLedger. Handles aging analysis, automated follow-up sequencing, payment matching, and collection priority scoring. Use when you need to: (1) generate AR/AP aging reports from invoice data, (2) draft or send overdue payment follow-ups, (3) match incoming payments to open invoices, (4) score and prioritize collections. NOT for: entering invoices into QBO or any client system (read-only), sending client communications without Irfan approval, or replacing judgment on dispute resolution.

Invoice Automation Skill

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

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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

text

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"

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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)

text

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)

text

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)

text

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)

text

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?"

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3. Payment Matching

Logic

Matches incoming payments to open invoices using:

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

Input

• Bank feed export or payment notification data
• Open invoice list

Output

text

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"

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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

text

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"

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5. Workflow Examples

Full AR Review

text

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

text

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

Payment Application

text

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]

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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)

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7. Data Formats

Accepted CSV Schema

csv

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

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