Playbook · Coaching
Overdue invoice chase for coaches
Remind customers of unpaid invoices one, seven and fourteen days after they fall due, firmer each time, and hand the twenty-one-day ones to the owner.
Start the 14-day trial, then find it under Templates → Library. It installs into the client you choose, switched off, with its checklist.
Every step, in order
Branches show each arm; a step indented under one runs only on that arm. The words are the template’s own, and the client’s fields fill them in.
Why this workflow
Chasing an invoice is awkward, so it is put off, and an invoice that is not chased in the first weeks becomes much harder to collect. A schedule that sends the polite reminder, then the firmer one, then hands over to the owner, does the awkward part every time and stops the day the invoice is marked paid.
- Starts whenOn a schedule
- Airtable: Find recordsInvoices 1 day overdue
Airtable - For eachEach one
- EmailA reminder
- Airtable: Find recordsInvoices 7 days overdueAirtable
- For eachEach one
- EmailOverdue
- Airtable: Find recordsInvoices 14 days overdueAirtable
- For eachEach one
- EmailSecond notice
- Airtable: Find recordsInvoices 21 days overdueAirtable
- For eachEach one
- NotifyTell the owner
What each client fills in
- Business name
- How messages sign off.
- Airtable base ID
- The base that holds the records this sweeps.
- Airtable table
- The table it reads each day.
- Owner’s email
- Gets the summaries and the cases a person must handle.
The accounts it needs
Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.
airtable.com/create/tokens → Create token → scopes data.records:write and data.records:read (lookups and the triggers) → add the client’s base → copy the token.
After you install it
It lands switched off. The client’s checklist holds exactly this:
- Connect the client’s Airtable, for “Invoices 1 day overdue”, “Invoices 7 days overdue”, “Invoices 14 days overdue” and “Invoices 21 days overdue”
- Connect the client’s Resend (email), for “A reminder”, “Overdue”, “Second notice” and “Tell the owner”
- Fill in Airtable base ID (The base that holds the records this sweeps)
- Fill in Airtable table (The table it reads each day)
- Fill in Business name (How messages sign off)
- Fill in Owner’s email (Gets the summaries and the cases a person must handle)
What it does not do
- It reads unpaid invoices from an Airtable table (columns Status, Due date, Name, Email, Invoice, Amount, Link) that the client keeps or syncs. It does not read invoices from Stripe, QuickBooks or Xero, and it stops chasing an invoice only when that table says it is paid.
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