Skip to main content

Using AI Assist to Manage Past-Due Payments

AI Assist can help you quickly identify projects with overdue balances and streamline the process of following up with your clients. Rather than manually checking each project's payment schedule, you can ask AI Assist to find the accounts for you and prep

Written by Enzo Baliwag

How It Works

To get started, simply open AI Assist and type a prompt similar to this:

"Find all Projects that have a past due payment and send an email to each Customer using my 'Past due payment' email template."

The Workflow:

  1. Review the Matched List: AI Assist will scan your active and archived projects to find any Scheduled Payments that are marked as "Unpaid" or "Partially Paid" with a due date before today. It will then present a reference list of these matched projects. (Note: Deleted projects are excluded from this search.)

  2. Select a Project: Choose one project from the list to handle first.

  3. Review the Approval Card: AI Assist will generate an approval card for the selected project. This card displays the project name, the customer, the specific payment context, the template being used, the email subject, and a fully rendered preview of the email.

  4. Approve and Send: Once you review the preview, click Approve and send. The email is sent directly to the customer, and a record of the message will automatically be saved as a comment in the Project Workroom.

  5. Move to the Next: After sending, AI Assist will ask if you would like to send an email for the next project on your list.

Important Notes & Best Practices

  • One at a time: To ensure accuracy and prevent accidental spam, AI Assist enforces a single-send rule. It will only prepare, approve, and send one email at a time. There is no automated batch-sending.

  • Strictly for Project Customers: Emails can only be sent directly to the primary Customer on the project. AI Assist does not support adding arbitrary recipients, CCs, or BCCs.

  • Professional Formatting: All emails sent through this workflow utilize the standard platform email wrapper, which automatically includes a "View Portal" button for your clients.

  • Template Selection: If you have multiple templates with similar names, AI Assist will pause and ask you to select the exact one you want to use.

  • Missing Information: If a project does not have a valid customer email address on file, or if the requested template is not available for that project's branch, AI Assist will explain the issue and prevent the email from sending.

  • Troubleshooting: If AI Assist ever returns an "invalid time value" error during this process, it is likely because a project in your system has an incomplete or "zeroed out" date (e.g., '0000-00-00'). Ensure your project dates are fully filled out to prevent this.

Related Articles
Did this answer your question?