# Invoice Collection Prompt Pack

Use these prompt structures to draft payment follow-up messages that are calm, clear, and commercially serious. The goal is not to sound aggressive. The goal is to shorten payment delays without weakening the company’s position.

## Variables

Fill these before prompting:

- `<business_name>`
- `<client_name>`
- `<invoice_number>`
- `<invoice_amount>`
- `<invoice_due_date>`
- `<days_past_due>`
- `<work_scope>`
- `<payment_link_or_method>`
- `<relationship_tone>`: warm, standard, firm, or final

## Friendly Reminder Lane

Use when the invoice is due soon or only lightly overdue.

```text
Draft a payment reminder for <client_name> from <business_name>.

Context:
- Invoice number: <invoice_number>
- Amount: <invoice_amount>
- Due date: <invoice_due_date>
- Work scope: <work_scope>
- Payment link: <payment_link_or_method>

Requirements:
- warm and professional
- under 120 words
- assume good intent
- make payment friction low
```

## Firm Follow-Up Lane

Use when the invoice is materially overdue and previous light reminders did not move it.

```text
Draft a firm but professional payment follow-up for <client_name>.

Context:
- Days past due: <days_past_due>
- Amount: <invoice_amount>
- Payment method: <payment_link_or_method>

Requirements:
- clear and direct
- no apology for following up
- request a specific payment date or confirmation
- preserve the relationship while making the expectation explicit
```

## Final Close-the-Loop Lane

Use when the business needs a decisive response.

```text
Draft a final close-the-loop payment message for <client_name>.

Requirements:
- concise
- professional
- state that the account now needs a clear update
- invite reply with payment timing or issue resolution
- avoid threats or legal claims unless provided by the business
```

## Compliance Guardrails

- do not invent contractual language
- do not imply legal action unless the business explicitly authorizes it
- do not shame the client
- do not use passive, apologetic wording that weakens the ask
- always include the payment path or next required action

## Failure Modes

Watch for:

- messages that are too vague to create movement
- over-explaining or sounding defensive
- no payment link or no next action
- accidental escalation that is too harsh for the relationship stage
- copy that feels personal instead of procedural

## Suggested Team Workflow

1. pick the lane by severity
2. fill the variables
3. draft with the prompt
4. review for facts and tone
5. send from the right person and track reply timing