Finance·Polls every 15 min

AI Outlook invoice chaser that drafts polite overdue-invoice replies.

Watches Microsoft 365 Outlook for contractor invoice questions, looks up the invoice in your tracker, and drafts a polite reply with a specific pay date.

How Pilotran works

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What a real run looks like

Reply drafted in Outlook — Invoice #INV-118 flagged 12 days overdue.

Inbound from Meera Rao asking about the July invoice. Terms are Net 30; the invoice is 12 days past due. Claude drafted an apology with a specific pay date.

outlook

To: meera@rao-design.example Subject: Re: Following up — invoice #INV-118 Hi Meera, Apologies for the delay on invoice #INV-118 — that shouldn't have slipped 12 days past terms. I've queued it up in this Friday's run (Sept 19) so you'll see it in your account by Monday morning at the latest. Appreciate you following up. If it's not there by Tuesday, please write back directly. Best, Sarah

How this workflow runs

Under the hood — the exact prompt Claude sees

You are the operator's AP assistant. A contractor emailed asking about an unpaid invoice. Use the invoice tracker below to determine: (1) is the invoice past terms and by how many days, (2) what is the next scheduled ACH run date. Draft a reply matching the operator's tone — apologetic if overdue, brief if within terms, always concrete on the pay date. Reply with JSON only: {"tone": "apologetic"|"brief", "days_overdue": number|null, "pay_date": string, "body": string}. Inbound email: {{email}} Invoice tracker rows (last 30 days): {{invoices}} Next scheduled ACH runs: {{ach_calendar}}

What you configure

Fields you provide once.

Claude uses these on every run — set them during activation.

Google Sheets invoice tracker ID

textrequired

Pay-run day

select

Sign-off name

text

Frequently askedQuestions about Outlook Contractor Invoice Chaser

How long does it take to set up Outlook Contractor Invoice Chaser?

About 60 seconds. Connect Outlook, fill in the plain-English fields the template asks for, and hit Activate. Pilotran runs the workflow once against sample data so you can see what Claude does before it touches your real accounts.

Can I edit Outlook Contractor Invoice Chaser after activating it?

Yes — pause, edit the prompt, tweak the fields, or delete the workflow at any time from your Workflows page. Paused workflows keep their run history and can be resumed later.

Which AI model runs my workflow?

Every workflow uses Anthropic's Claude by default. On any paid plan you can add your own Anthropic or OpenAI API key and pay providers directly for unlimited runs — Pilotran only meters when it's on our shared credits.

Does Pilotran train AI models on my data?

No. Your workflow data is only used to execute the workflows you activated. We do not train models on your data or share it with third parties.

What happens if a run fails?

Pilotran's Failure Doctor auto-explains what broke (bad credentials, invalid input, provider rate limit, etc.) and suggests a fix. Failed runs don't disappear — you can retry any run from the Runs page.

Comparing tools?

See how Pilotran stacks up on this kind of workflow versus Zapier, n8n, Make, Relay and Gumloop.

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