Luiz AlmeidaJun 25, 2026

Automate Client Invoicing and Follow-ups with AI 🤖

Automate Client Invoicing and Follow-ups with AI 🤖

Luiz Almeida

Learn how to automate your client billing and follow-up process using AI. This tutorial demonstrates how to identify overdue invoices, manage discount negotiations, and automatically draft personalized follow-up emails in Gmail.

Automate Client Invoicing and Follow-ups with AI 🤖

Luiz Almeida

Learn how to automate your client billing and follow-up process using AI. This tutorial demonstrates how to identify overdue invoices, manage discount negotiations, and automatically draft personalized follow-up emails in Gmail.

Chapters

00:00

File Organization Review

Reviewing file naming and data quality issues.

01:13

Identifying Uninvoiced Clients

02:25

Refining Search Parameters

02:57

Analyzing AI Output

04:50

Drafting Follow-up Emails

05:10

Gmail Connector Setup

07:19

Reviewing Email Drafts

08:48

Finalizing Gmail Drafts

Transcript

00:00

And it came back to us pretty much saying that all the files have a copy already into the correct subfolder with the proper name except for the duplicated one.

00:17

And it did correct the name of the renamed copy file.

00:22

that got, that was confused saying April when it was actually May.

00:30

And the data quality was just saying that we did not have value for maybe.

00:58

and here we having it flagging for us.

01:00

the issue with the third line which is a community 4,5K not in the CSV because it has not been paid yet.

01:10

And that's the next follow up.

01:13

Follow up we want.

01:18

It's my second question or my second prompt and I'll also make it available for you.

01:24

This is what I want to ask, which clients have I not invoiced recently and what payments or deadlines are coming up in the next 30 days.

01:31

Show your sources.

01:41

It.

02:05

Actually I don't want it to look into the other files on my, on my Google Drive accounts because I have other clients.

02:34

I don't want this to show up here.

02:36

So instead of having it say in my connected drive, I'll just erase this in this folder only and now let's go for it.

02:57

Here's the type of output it can give you and can help you generate or collect money.

03:13

So it's already said client not invoice recently missing or overdue invoices assuming monthly billing per contract.

03:21

And show us all the cases, the sources and deadlines in the 30 days domain review.

03:30

This is important flag to do urgent and there is a key decision for bluepeak discount negotiation pending.

03:43

So let's check this thing for instance here The discount negotiation pending.

04:13

See there was a file saying service agreement bluepig.

04:20

And the retainer payments due renew notice window 45 days before end dates and client request a discount not yet signed so it flagged correctly.

04:50

And now for the final to do here.

04:53

I would say for anything you flagged as overdue or needing follow up draft a short friendly but firm email per client in Gmail.

05:00

Use the real names and amounts from the files.

05:03

Save it as drafts do not send and for that if you don't have the connector Gmail you must have it.

05:10

So add connector Browse, browse sorry.

05:14

And then you'd go here for Gmail.

05:17

I already have it so I can send this message and let's see what it come up with.

05:54

And when you do add your Gmail.

05:56

This is what I recommend for the read only tools it's okay to have allowed always.

06:02

But for the write and delete I would set up as need approval.

06:06

And.

06:13

Let's see the response now.

06:15

So it's saying that it doesn't have the email contact for some of the contacts.

06:53

so just say, just save the drafts with the emails you do have and when you don't, just leave it blank so I can show you what those drafts, look like.

07:19

It's actually here.

07:25

So for instance, for Bluepeak Logistics.

07:29

Hello.

07:29

As we head into Q3, I wanted to circle back on the discount you asked for.

07:38

And it's pretty much asking for a time, for us to present the proposal.

07:51

And for this client it's saying that, there's an overdue invoice and a proposal.

08:01

Great.

08:02

To catch up on the call on May 6.

08:04

The invoice for May 6 is now overdue.

08:07

Could you check if there's something wrong on your end?

08:12

And also a lead routing automation proposal.

08:23

And we are, checking if the client's ready to move on.

08:27

Finally, Riverstone Dental Group also about an invoice, follow up which was due on April 30th and it's now asking permission to create those drafts on Gmail.

08:48

Let's grant the permission and see what the final result is.

09:48

And as you can see here we have the three drafts, follow up for invoice 1043, follow up for invoice 3001 and the Q3, price discussion.

Automate Client Invoicing and Follow-ups with AI 🤖 — Tella