Chase overdue Zoho Books invoices every weekday morning

Every weekday at 8:30am, run my accounts receivable collections chase in Zoho Books and report back to me in Slack.

Start by pulling every open invoice from Zoho Books with List Invoices and narrowing to the ones that are past their due date. For each customer that has at least one overdue invoice, use List Contact Unpaid Invoices to pull their full outstanding picture, so decisions are made against the whole relationship rather than a single invoice.

Bucket every overdue invoice by how late it is: 1 to 15 days, 16 to 45 days, 46 to 90 days, and more than 90 days.

For any overdue invoice less than 45 days late, send the nudge automatically with Send Invoice Payment Reminder in Zoho Books. Keep the tone routine for the 1 to 15 day bucket and slightly more direct for the 16 to 45 day bucket.

For anything more than 45 days late, do not send anything automatically. Instead, use Get Contact in Zoho Books to find the billing contact person and their email address, then write a firmer personalized escalation email and save it with Create a Draft in Gmail so a human reviews the wording before it goes out. Reference the specific invoice numbers, the amounts, and how long each has been outstanding, and make the 90 plus bucket noticeably firmer than the 46 to 90 bucket. Never auto send these.

Two rules to respect throughout. Skip any customer whose only overdue invoice is worth less than 100 in the organization's base currency, since chasing those costs more than they recover; if an invoice is in a foreign currency, convert it using the exchange rate on the invoice before applying that threshold. And never send more than one automated reminder for the same invoice within a seven day window, so keep a running record of which invoice was reminded on which date and check it before every send.

Finish by posting a summary to my finance channel in Slack with Send a Message. Cover total AR outstanding, total overdue, the five largest overdue balances with the customer name and days late for each, and a clear split of which reminders were auto sent versus which were left as Gmail drafts waiting for review. Note how many customers were skipped under the small balance rule. If nothing is overdue, post a short all clear instead of a full report.