Invoice Automation

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name: invoice-automation description: > 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. metadata: author: PrecisionLedger version: "1.0.0" tags: - accounting - finance - AR - AP - collections - invoicing

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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

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)

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)

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)

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)

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

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

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

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

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

Payment Application

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

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._