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Accounts Receivable

Build a Weekly AR Chase List and Reminder Drafts with AI

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What the source describes

This free interactive lesson has a bookkeeper upload an AR aging report CSV to ChatGPT and ask for a chase list that skips invoices not yet due, holds disputed invoices in a separate list, and sorts oldest bucket first then largest amount. The user checks rows and totals against the file, then asks ChatGPT to draft friendly, firm or final reminder emails, verifies every fact, and sends the emails personally.

Result or outcome

According to the source, ChatGPT returned the requested chase list in the correct order with bucket totals and a separate disputed table in its test run, and the lesson notes that the chase list total looked short versus the aging report only because the disputed invoice was excluded, which is why checking totals matters.

How to run it

  1. Export the AR aging report as a CSV and remove details the assistant does not need, such as bank details or tax IDs.
  2. Upload the file to ChatGPT, Claude, Grok or Gemini with the attach or plus button, then paste the prompt below with your sort order and tone rules filled in.
  3. Check several rows against the file and confirm the chase list total plus the disputed invoices equals total past due.
  4. Ask for reminder drafts for the top customers, then verify every name, invoice number, amount and date against the file.
  5. Copy the approved drafts into your own email, send them yourself, and call disputed or oldest accounts instead of emailing.

Try it yourself

Copyable prompt

Attached is my accounts receivable aging report for [business name] as of [date]. Build this week's collections list. Exclude invoices not yet past due and put anything marked disputed or on hold in a separate table. Sort the main list by aging bucket, oldest first, and by amount within each bucket. Columns: customer, invoice number, amount, days past due, suggested tone (gentle for [x] days, firm for [y] days, final for [z]+ days). Show totals per bucket. Use only data in the file. Then draft a short reminder for the top [number] customers, without late fees or legal threats, signed as [your name and title].

Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.

What to review

Tie the chase list and bucket totals back to the aging report, adding back any disputed invoices that were excluded. Read each reminder line by line for correct customer, invoice number, amount and due date before sending. Remove late fee or legal language unless the client's contract supports it, and follow the firm's AI policy on client data.

Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))

Source: Stepthrough by Ynteractive (interactive tutorial)

Not professional advice. This is general information, not accounting, tax, legal or financial advice. Check AI output yourself and consult a licensed professional for your situation. See our Terms of Use.

This entry summarizes a public source. Features, plans, and availability change, so confirm details with the vendor. Tool names are trademarks of their respective owners.

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If you want a workbook for the books behind this collection workflow, the Small Business Bookkeeping Spreadsheet Bundle is on our sister store.