Follow up on an overdue invoice, with each reminder written from what’s actually been paid
A client is late paying. Keep one TachlisAI chat for the invoice, tell it about each reply and payment, and get the next reminder with the right balance. Send each one from your Gmail when you confirm, and put your follow-up call on your calendar.
The first reminder, from your own records
The studio, the client, the email address and the figures below were written for this guide. Rivky Stern designs signs and menus for local shops. Greenfield Market’s invoice was due October 8, 2026, and nothing has come in, so she starts a chat for that invoice and types the facts from her own records.
What Rivky typed on October 13
reminder for leah pollack in the office at greenfield market. invoice 2318, $2,850 for the new signs and menu boards. sent sept 8, due oct 8, nothing received yet. friendly, assume it slipped through, offer to resend the invoice. sign Rivky Stern, Stern Studio
The reminder
Subject: Reminder: invoice 2318 from Stern Studio
Hi Leah,
A quick reminder that invoice 2318, $2,850 for the signage and menu boards, was due on October 8, and I haven’t received payment yet.
If it’s already on its way, please ignore this note. If you need another copy of the invoice, reply and I’ll send it.
Thanks so much,
Rivky Stern
Stern Studio
Everything in the reminder comes from what Rivky typed: the invoice number, the amount, the due date and an easy way to answer. Every later note starts in this chat.
Each note goes out from your Gmail when you confirm
With Google connected, finish in the chat: “Send this to leah@example.com.” TachlisAI prepares a Send email card with the recipient, your Google address under From, the subject and the opening of the message, up to 500 characters. Read the whole note in the chat, then check the card’s recipient and subject. Nothing is sent until you press Confirm. The card can’t be edited, so if something is off, press Cancel and ask for the corrected email.
The note goes out as a new email with no attachment, so if Leah asks for the invoice, send it from Gmail as you usually would.
To set it up, sign in, open Settings, choose Google Workspace under Integrations and press Connect Google Workspace. TachlisAI sends email you’ve confirmed without asking to read or search your Gmail inbox, and it can’t see your payment records. When Leah writes back or money comes in, you tell the chat. You can draft a first reminder in the homepage chat without signing in. Sending, the calendar event and a chat you can come back to over several weeks need an account.
Three weeks later: a partial payment and a missed date
Leah answered the next day, and $1,000 came in on October 16. The date she gave for the rest, October 30, passed with nothing more. On November 2, Rivky finds the chat with Search chats by typing “Greenfield,” pastes Leah’s reply and adds what her own records show.
Leah’s reply from October 14, pasted in
Hi Rivky, so sorry, this got buried over Yom Tov. I’ll send $1,000 this week and the rest by Friday the 30th. Leah
What Rivky added on November 2
the $1,000 came in oct 16. nothing since, and the 30th has passed. firmer this time: thank her for the $1,000, give the balance, and ask her to pay it or give me a date by friday nov 6.
The firm reminder
Subject: Invoice 2318: balance of $1,850
Hi Leah,
Thank you for the $1,000 that arrived on October 16. You planned to send the remaining $1,850 on invoice 2318 by October 30, and I haven’t received it.
Please send the balance, or reply with the date it will be paid, by Friday, November 6.
Thank you,
Rivky Stern
Stern Studio
Before sending, Rivky checks her bank account
$600 from greenfield came in this morning, no note. update it.
The reminder she sends
Subject: Invoice 2318: balance of $1,250
Hi Leah,
Thank you for the $1,000 on October 16 and the $600 that arrived this morning. That leaves $1,250 on invoice 2318, which you’d planned to send by October 30.
Please send the rest, or reply with the date it will be paid, by Friday, November 6.
Thank you,
Rivky Stern
Stern Studio
The note she sends thanks Leah for both payments and asks for $1,250, which is $2,850 minus the $1,000 and the $600. It goes out through a Send email card like the first. The chat knows only the payments you tell it about, so compare the balance with your own records right before each send.
A final note, and the call on your calendar
By November 10 nothing more has come in, and Leah hasn’t answered. Rivky’s next step is a phone call, and the final note says only that.
What Rivky typed on November 10
nothing since the $600, no reply. last note by email. if the $1,250 isn’t in by friday nov 13, i’ll call her at the office monday nov 16 at 10 to agree on a date. keep it calm, and that’s the only next step to mention.
The final reminder
Subject: Invoice 2318: remaining $1,250
Hi Leah,
I haven’t received the remaining $1,250 on invoice 2318 or heard back about a date, so this is my last note about it by email.
If the payment hasn’t arrived by Friday, November 13, I’ll call you at the office on Monday, November 16, at 10 a.m., so we can settle on a date together.
Regards,
Rivky Stern
Stern Studio
Once it’s sent, in the same chat
Now put the call on my Google Calendar for Monday, November 16, 2026, 10 to 10:15 a.m. Eastern. Just me, no guests. Call it “Call Leah, Greenfield Market” and put the invoice number, the office number 845-555-0163 and a note to check for payments first in the description.
The event
Call Leah, Greenfield Market
Monday, November 16, 2026, 10:00 to 10:15 a.m. Eastern time
Guests: none
Description: Invoice 2318. Check for payments received since November 10 before calling. Greenfield Market office: 845-555-0163.
The Google connection that sends email also covers Calendar. The Create calendar event card shows the title, the calendar it goes on, Starts, Ends and Guests. Starts and Ends show the times in the form sent to Google, so look for 2026-11-16T10:00:00-05:00 and 2026-11-16T10:15:00-05:00. The -05:00 is Eastern time in November. If either looks different or has no offset, clarify it before you press Confirm: cancel the card and ask again with the time zone spelled out. Guests should say None. With no guests, the call goes only on Rivky’s calendar and no invitation reaches Leah.
The title leaves out the amount, in case anyone else sees her calendar. The description isn’t on the card, so read it in the event afterward, through Open in Google or in Google Calendar. If the rest of the payment arrives before Monday, delete the event there. TachlisAI creates calendar events but can’t change or delete them.
The same calendar request works after any reminder, for the day you plan to check your records. Keep one chat per invoice, so each invoice’s notes, replies and payments stay together.