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Chase overdue AutoCount invoices with Gmail, Slack, and a weekly ageing report

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Created by: John Yang || johnyang
John Yang

Last update

Last update a day ago

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Quick overview

Chase late payers in AutoCount Cloud Accounting automatically. Every weekday each customer gets one Gmail reminder listing all their overdue invoices, firmer as the debt ages. 90+ day accounts go to Slack and are flagged on credit hold. Every Monday finance receives a debtor ageing report.

How it works

  1. Every weekday at 9am the workflow pulls the last 12 months of sales invoices from AutoCount and keeps the ones that are not cancelled and still have money owing.
  2. Overdue invoices are grouped per customer, and the oldest invoice sets the reminder stage: friendly (1+ days overdue), firm (30+), final notice (60+) or escalate (90+).
  3. The workflow checks an n8n Data Table of past reminders, so a customer never gets the same stage twice within 7 days and never steps back to a softer tone.
  4. Customers at the friendly, firm or final stage get one Gmail email with a table of all their overdue invoices and your payment instructions. The final notice copies your finance team.
  5. At 90+ days the credit controller is alerted on Slack and the customer is flagged on credit hold in the AutoCount customer note. Customers with no email address on file are sent to Slack for a phone follow-up.
  6. Every reminder and escalation is logged to the Data Table with the stage, invoices, amount, recipient and time.
  7. Every Monday at 8am a debtor ageing report (Current, 1–30, 31–60, 61–90 and 90+ days) is built from the unpaid invoices and emailed to finance.

Setup

  1. Add the AutoCount node. On n8n Cloud it is a verified community node: search "AutoCount" in the nodes panel (an admin may need to turn on Verified community nodes). On self-hosted n8n go to Settings → Community Nodes → Install and enter n8n-nodes-autocount.
  2. In AutoCount Cloud Accounting, open your company and note the Account Book ID (the number after the domain in the address bar), then click the gear icon → Find Your Key ID & API Key → Create API Key. Create an "AutoCount Cloud Accounting API" credential in n8n with these three values.
  3. Create an n8n Data Table named "AutoCount credit control log" with the columns customerCode, customerName, stage, invoiceNos, sentTo (text), amount (number) and sentAt (date).
  4. Connect Gmail on the three reminder nodes and on Email ageing report, and connect Slack and choose your credit controller's channel on the two Slack nodes.
  5. Fill in the Settings node: company name, sender name, finance email, payment instructions (bank account), the day thresholds for each stage, and the repeat window.
  6. Point a test customer's email to your own address, run the weekday trigger once by hand, check the email, then activate the workflow.

Requirements

  • AutoCount Cloud Accounting account with API access (Account Book ID, Key ID and API Key)
  • The verified AutoCount community node (n8n-nodes-autocount)
  • Gmail account for sending reminders and the report
  • Slack workspace for escalations
  • n8n Data Tables (available on n8n Cloud and recent self-hosted versions)

Customization

  • Edit the wording of each reminder stage directly in the three Gmail nodes, or add Malay or Chinese versions.
  • Change the day thresholds in Settings, or add a 120-day stage with one more Switch rule.
  • Send WhatsApp or SMS reminders instead of email for customers who don't read email.
  • Send each sales agent an ageing report of only their own customers.
  • Attach a PDF statement of account to the final notice.

Additional info

Need help or want to customize this?
Contact us via [email protected] or visit our site at framworq.com.