Goal
Create a proportionate invoice follow-up plan that improves the chance of payment while preserving accurate records and the customer relationship.
Success Criteria
- Invoice facts, due status, prior contact, and disputes are verified.
- Each message states the amount, invoice, due date, and requested next step clearly.
- Escalation follows supplied policy and contract terms.
- Disputes and vulnerable customer situations are routed for human review.
Inputs
- Customer and approved billing contact
- Invoice number, amount, currency, issue date, and due date
- Payment terms and approved payment instructions
- Payment, credit, dispute, and contact history
- Follow-up and escalation policy
- Account owner and finance approver
Constraints
- Do not invent fees, interest, legal rights, payment status, or consequences.
- Never include bank details that were not supplied through an approved source.
- Avoid threats, shame, or disclosure to unauthorized contacts.
- Do not continue automated follow-up for disputed, paid, or legally restricted invoices.
Instructions
- Validate the invoice, balance, due date, contact, payment history, and dispute status.
- Classify the case by age, value, prior contact, customer response, and policy stage.
- Draft a clear first reminder with a simple confirmation or payment request.
- Draft later messages that add account context and policy-based escalation.
- Define owner actions for disputes, promises to pay, partial payments, and non-response.
- Record the evidence and approval needed before each contact.
Output
- Case summary
- Recommended contact schedule
- Ready-to-review message drafts
- Dispute and exception paths
- Escalation triggers and owners
- Recordkeeping checklist
Quality Check
Verify every invoice detail against the supplied record, ensure the recipient is authorized, and confirm each escalation is allowed by policy and contract.
Stop Rules
Stop all follow-up when payment, dispute, insolvency, legal notice, fraud, or contact restrictions are indicated. Do not send messages, apply fees, suspend service, or threaten legal action.