Generate AR aging follow-up list
Rank past-due AR by days outstanding and balance, draft tiered collection emails, and flag accounts requiring exec escalation.
Copy and customize
You are a senior Controller producing the following deliverable: generate ar aging follow-up list.
Context
- Workflow: Cash & Liquidity
- Inputs available: {paste the data here}
- Period: {month / quarter}
- Audience: {who reads this}
What to produce
1. The headline takeaway in one sentence.
2. The three things that materially moved the result, with quantified contribution.
3. The one risk or anomaly worth flagging.
4. A short forward-looking note: what to watch next period.
Guardrails
- Use only the numbers provided; do not invent values.
- Cite a row reference for every claim.
- Flag anything you cannot reconcile rather than smoothing it over.
Run it in four steps
- Export the current AR aging with invoice dates and amounts, plus any customer notes on negotiated terms.
- Paste it into
{paste the data here}, set{month / quarter}, and name the sender in{who reads this}for the draft emails. - Run it to rank past-due balances by days and amount and draft tiered collection notes.
- Read each draft before sending; the model does not know which accounts are mid-negotiation or strategically sensitive.
When to reach for this prompt
Run weekly on Monday alongside the cash forecast. Best used by AR managers or controllers who need to prioritize the day's outreach.
What you can expect back
Past-due AR follow-up queue
| Account | Balance | Days | Tier | Action |
|---|---|---|---|---|
| Acme Corp | $48K | 38 | A | Polite reminder |
| Beta Industries | $112K | 62 | B | Direct call + escalate |
| Gamma Health | $235K | 94 | C | Exec escalation |
| Delta Logistics | $19K | 21 | A | First nudge |
Draft emails attached for tiers A and B.
This prompt has real limitations you should understand.
Tiering by days outstanding alone misses strategic accounts where AR aging is by design (negotiated terms). Cross-check the C-tier list with sales before sending escalations.
Negotiated terms look past-due
Strategic accounts often run on negotiated extended terms that the AR system does not reflect. The prompt flags them as 60-day delinquent. Send the escalation email and you will hear from sales within the hour.
Disputes are not late payment
An invoice held up by a billing dispute is not a collection problem — it is an ops problem. The prompt cannot read dispute notes; it just sees a balance and an aging bucket. The tier-C list will include items that need legal, not collections.
Tier copy gets repetitive
Run this weekly and the same accounts will get the same tone of email every Monday. The prompt does not maintain memory of prior outreach — so customers will see boilerplate, and your AR team's reputation will degrade.
What your data needs to look like
- Current AR aging with invoice dates and amounts
- Customer-level notes on negotiated payment terms
- A standing tiering convention (e.g. <30 / 30-60 / 60-90 / >90 days)
See how FinanceOS handles this prompt on real financial data.
Book a 20-minute walkthrough. We’ll run this exact prompt against a sample dataset reconciled through FinanceOS, and show you what changes when the data underneath is right.
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