TOOL-12 · EXAMPLE TOOL

Follow-up Tracker

Quotes go out and nobody follows up. Invoices pass 30 days and nobody notices until cash gets tight. Follow-up Tracker watches everything that's open and gives you one short list each morning, with the reminder already drafted for you to approve.

EXAMPLEAn example of the kind of tool I build. Yours is designed around your own rules and data.

FIG. 1

How it works

EXAMPLE DATA

OPEN ITEMS

Q-0918quote · sent 9 days ago
INV-2231invoice · 34 days
INV-2240invoice · disputed line

CHECKS — INV-2231

past 30-day termsYES
first reminder sentYES
customer in good standingOK
no open disputeOK
verdictDRAFT 2ND REMINDER

YOUR TERMS, YOUR TONE

TODAY'S LIST

FOLLOW UP QUOTEQ-0918
REMINDER DRAFTEDINV-2231
YOU CALL — DISPUTEINV-2240

NOTHING IS SENT WITHOUT YOUR OK.

SPEC SHEET

DOES: Tracks open quotes and invoices and drafts the right reminder at the right time.
INPUTS: Your quoting and invoicing records (a spreadsheet or an accounting export).
AI SCOPE: Optional. Drafting reminders in your tone, for you to approve.
FAILS: Safe. Disputed or unusual items go to you, not to a template.
OWNER: You, at handover. Full source and docs.

EXAMPLE SCENARIO

A two-person design studio with work spread across a dozen clients

BEFORE

Follow-ups happen when someone remembers
Overdue invoices noticed at month end
Awkward "just checking in" emails written from scratch

AFTER

A morning list: who to chase, why, and how long it's been
Reminders drafted in your tone, sent only when you approve
A polite escalation schedule you set once

SIGNS YOU NEED THIS

You've won work just by following up late
Invoices regularly go past 60 days
You can't say offhand which quotes are still open
Chasing money is the job everyone avoids

USEFUL FOR

Contractors & trades
Agencies & consultants
B2B suppliers
Clinics & studios

START HERE

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