Three ways to ask for your money

Hi,

The job is done. The invoice went out a month ago.

Nothing.

And you'd rather do anything than write that email.

This week's handoff: AI drafts the reminder in three tones. You check the numbers and choose when to send.

The tempting way, and a better one

The tempting way: wait until you're annoyed, then write one email fast. It comes out too soft and gets ignored, or too sharp and strains a good customer.

Better: write all three on a calm day, from the same facts. When the day comes, you pick a tone instead of feeling one.

A made-up example

Invoice 1042, for repainting a bathroom: $850 total, $300 paid, $550 balance due.

First the AI checks that $850 minus $300 equals $550. The friendly email thanks them for the $300 and asks for the $550. The firm one asks when they'll pay. The final one points to the agreed terms, and names a late fee only if those terms include one.

Why this approach

The prompt asks for three tones, and tells the AI to check the balance first and add no fee you never agreed to. It can still slip, so you check every amount.

Try this today

1. Open ChatGPT, Claude, Gemini or Copilot.
2. Copy the prompt below and fill in the brackets for one unpaid invoice.
3. Paste it into the chat.

Write three payment reminder emails, each under 100 words: friendly, firm and final. Use only these facts. Don't send anything.
Invoice [number], due [date], for [the work]. Total: [amount]. Payments received: [amounts and dates, or "none"]. Balance due: [amount]. How to pay: [link or instructions]. Terms, word for word: [terms, or "none"]. Today: [date]. What I'll really do if it stays unpaid: [step].
First check that the total minus payments received equals the balance due. If it doesn't, write NUMBERS DON'T MATCH and stop. Mention a late fee only if my terms include one, quoted exactly; don't calculate fees. No threats, legal words or deadlines that aren't in my terms. If anything is missing or unclear, write UNCLEAR instead of guessing.

4. See NUMBERS DON'T MATCH? Stop and check your records.
5. Do the part that stays with you:

Before you send, check: the invoice number, total, payments received, balance due, due date and customer name against your records, and that any fee you mention is in terms the customer agreed to.

Don't paste: bank account numbers, card details or the customer's full billing address.

Not legal or collections advice. If the amount is disputed or large, talk to the customer, your accountant or your lawyer first.

The full guide is free. It has a made-up invoice to practice on, and when not to use this: Write payment reminders in 3 tones

Write it calm. Send it when you're ready.

Hovhannes

P.S. Which part of chasing payments bothers you most: writing the email, remembering to send it, or the phone call after? Reply with one word.

You're reading the web archive of the HourSaved newsletter. HourSaved is a brand of Momentum Elevation LLC. Guides are general information, not legal, tax or financial advice. AI tools change, so check every result before you use it.