B2B Invoice Follow-up Checker
Do not chase a customer because a spreadsheet says “unpaid.” Check the original invoice, actual receipts, credits, due date, disputes and the approved contact first. Only a verified overdue B2B balance can become a draft. Nothing is sent.
Worked example: the invoice was only partly paid
Suppose a fictional design business has a $1,250 invoice due on October 10. Its records show $400 received and no credits. The starting unpaid amount is $850, not $1,250. On October 23, the invoice is thirteen full calendar days past its agreed due date. Those numbers alone are still not permission to send: the owner needs to reconcile recent receipts, confirm that the customer has not disputed the service, check for agreed extensions and identify the correct billing contact. Only when those facts are current does a routine status-check message become an option.
Now change the confirmed payment to $1,250. The remaining balance becomes zero and the checker suppresses the draft. Enter payments and credits totaling more than the invoice and it asks for account reconciliation instead of treating the negative balance as a debt. Mark a payment in transit or a dispute, and it pauses. These distinct outcomes help a team avoid sending the wrong email just because a generic text generator could draft one quickly.
How this differs from asking AI to “write a collection email”
This tool makes a narrow arithmetic and workflow decision based on fields supplied by you. It does not read your bookkeeping system, search a bank feed or independently verify that a payment arrived. It cannot know whether an invoice was amended by a phone conversation. It does not calculate interest, penalties, collection rights or legal obligations. A friendly draft cannot fix an incorrect account balance, and an automated workflow can multiply that mistake across customers. If your company wants AI assistance with wording, first produce the checked record here, then follow your organization's vendor and privacy rules before sharing any business information.
For the complete human-led process, read our AI invoice follow-up guide. If you are choosing which admin tasks to automate, run them through the workflow suitability checker before purchasing new software.
Privacy, limitations and what to do next
The calculation and draft run in this browser session. There is no account signup, external AI call, email sending, automatic save or server-side invoice upload in this tool. As with any web form, avoid entering data you are not authorized to use. Copying the result is an explicit action you control. Before sending a message, recheck the ledger at the time of contact because the record may have changed after you completed the form.
This is intended for ordinary business-to-business invoicing and freelancers dealing with business clients. It is not a consumer debt collection template, a demand letter, tax calculation or substitute for an accountant or legal adviser. If there are disputed charges, contract changes, suspected fraud or sensitive personal accounts, pause the automated workflow and seek the appropriate professional or manager review. The safest message can sometimes be no message at all.