The prompt
Score 10 of 10, Excellent
Use it when Your list of unpaid invoices is long, and you need to know who to chase first, how, and what to report on receivables.
- {{period}}
- {{collector}}
- {{aging_report}}
- {{customer_notes}}
- {{policy}}
- {{today}}
Full prompt and why it works
Prompt
Review the accounts receivable aging below and turn it into a collections plan for {{period}}, for {{collector}} to work from. The goal is to bring in the most cash with the least damage to good customer relationships, so the plan should put effort where the money and the risk are. Aging report (customer, invoice, invoice date, due date, amount, days past due): """ {{aging_report}} """ What we know about each customer's payment history, disputes and promises to pay: """ {{customer_notes}} """ Our credit and collections policy (reminder steps, when to hold credit or charge late fees, who approves write-offs): """ {{policy}} """ Today's date: {{today}} Produce: 1. Summary: total outstanding, and the amount and share in each bucket (current, 1 to 30, 31 to 60, 61 to 90, over 90 days past due), plus a "Check the data" line for invoices that cannot be placed, so the shares add up to 100%. Show each share as a calculation, for example "12,400 / 86,000 = 14.4%". 2. Chase first: up to 10 customers, with the columns Customer, Amount overdue, Oldest days past due, Why now, Next action, Owner (the collector, or the person our policy names for that step). Rank by amount overdue, moving older debt up, and state the ranking rule you used in one line. If a customer has both disputed and undisputed invoices, chase the undisputed ones and mention the dispute under Why now. 3. Disputes and blockers: invoices held up by a dispute, a missing purchase order or wrong billing details, with what is needed to clear each. Keep these invoices out of the chase list, because chasing a disputed invoice as unpaid usually slows payment down. 4. Policy steps due: customers who have reached a step in our policy, such as a final notice or a credit hold, quoting the step. Where that step would hit a customer with a good record, show the record beside it and leave the call to the approver. 5. Write-off candidates, with the facts only, for the approver named in our policy to decide. Rules: - Use only the figures in the report. Recalculate every total and say if the report's own totals do not match. - Do not recommend legal action, collection agencies or credit holds beyond what our policy says. - Do not invent payment promises or contact history. Keep the text outside the tables under 250 words. If an invoice is missing a due date or amount, put it in the "Check the data" line instead of placing it in a bucket.
Variables
- {{period}}
- The time the plan covers, for example "the next two weeks".
- {{collector}}
- Who will do the chasing, for example "our accounts assistant" or "me".
- {{aging_report}}
- The aged receivables report from your accounting software, one line per invoice.
- {{customer_notes}}
- Payment habits, open disputes and promises to pay, one line per customer, or "none".
- {{policy}}
- Your collections steps and approval rules, or "no written policy".
- {{today}}
- Today's date.
Why it works
- What good looks like. Every bucket share is shown as a sum and the shares must reach 100%, so the summary can go to a manager without a second check.
- What to avoid. Disputed invoices stay off the chase list and no step goes beyond your written policy, so collections never outrun what you have agreed to do.
- If unsure. Invoices without a due date or amount are counted on a "Check the data" line instead of being placed in a guessed bucket.