Toolbelt Bots

← All recipes · Money

Overdue invoice reminder drafts

Once a week, the Bot lists invoices past due and drafts a polite, factual reminder for each, skipping anyone you have told it to leave alone.

You'll need
  • Gmail connected
  • Either the QuickBooks Online app (listed in the Oct 11, 2026 changelog) or an A/R aging report exported as CSV from your billing software
Time saved, honestlyIt replaces pulling the overdue list and writing each reminder. You still send them. We have not measured the time saved.

Steps

  1. Pick your sourceIf you use QuickBooks Online, add it in Connect apps and ask the Bot what it can read there. If you use Jobber, Housecall Pro or another tool without an app, export the A/R aging report as CSV and attach it instead.
  2. Ask for the routinePaste the routine text below. With a CSV, run it on demand instead: attach the file and paste the same text.
  3. Review and sendOpen each draft, check the amount and invoice number against your books, then send it.

Routine: paste into the chat to create it

Every Thursday at 10:00 AM, get my open invoices that are more than [15] days past due from QuickBooks Online (or from the A/R aging CSV I attach).
Skip these customers: [DO NOT CHASE LIST].
For each remaining invoice, create a Gmail draft from me: polite and factual, with the invoice number, amount, due date, and how to pay: [PAYMENT INSTRUCTIONS].
Do not create, change, void or send any invoice, and do not send any email.
Post a table here: customer, invoice, days overdue, draft created yes or no.

Replace everything in [BRACKETS]. After the Bot creates the routine, open it and check Instruction and When to run.

Limits

  • What it can read from QuickBooks depends on that app; ask the Bot before relying on it.
  • A CSV is a snapshot. Payments that came in after the export won't show.

Safety notes

  • Keep reminders polite and factual. No threats or fees you have not agreed with the customer.
  • Money stays behind approval: the routine never touches invoices.

Official docs

Status: written from the docs above on October 26, 2026. Not yet field-tested in a live shop; the last-tested date will appear here. Grok Bot changes often, so if a screen or button doesn't match, check what changed.