Invoice & Payment Chaser#

Overview#

Monitor overdue invoices across Xero and QuickBooks, send automated chase sequences via email and WhatsApp, escalate major accounts, generate aged debtor reports, and stop chasing the moment payment is received.

UK-focused: Late Payment of Commercial Debts Act 1998 awareness built in. Statutory interest calculation included. All correspondence in UK English.

Not limited to product sellers — works for any UK business that invoices clients: freelancers, agencies, consultants, tradespeople, and service businesses.

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Trigger Phrases#

Chasing:

• "check overdue invoices" / "what invoices are overdue"
• "chase invoices" / "send payment reminders"
• "chase [client name]"
• "who owes me money"
• "run the payment chaser"

Reports:

• "aged debtor report" / "show aged debtors"
• "how much is outstanding" / "total overdue"
• "payment report" / "cash flow summary"
• "who hasn't paid"

Individual invoice:

• "chase invoice [number]"
• "mark invoice [number] as paid"
• "stop chasing [client name]"
• "add dispute note to [invoice]"

Configuration:

• "show my chase sequence"
• "update my payment terms"
• "set chase schedule"

---

Configuration (ask on first use if not set)#

Check memory for the following before running any workflow. If missing, ask the user once and store under invoice_config.

text

ACCOUNTING_PLATFORM      # xero | quickbooks | both
XERO_CLIENT_ID           # From your Xero app — developer.xero.com/app/manage
XERO_CLIENT_SECRET       # From your Xero app — keep secret, never expose
XERO_ACCESS_TOKEN        # OAuth access token — fetched automatically, auto-refreshed
XERO_REFRESH_TOKEN       # OAuth refresh token — stored securely, never shown
XERO_TENANT_ID           # Xero organisation ID — fetched automatically after auth
QB_CLIENT_ID             # From your QuickBooks app — developer.intuit.com
QB_CLIENT_SECRET         # From your QuickBooks app — keep secret, never expose
QB_ACCESS_TOKEN          # QuickBooks OAuth access token — auto-refreshed
QB_REFRESH_TOKEN         # QuickBooks OAuth refresh token — stored securely
QB_REALM_ID              # QuickBooks company ID — fetched automatically after auth

EMAIL_PROVIDER           # imap | gmail_oauth
IMAP_HOST                # e.g. imap.gmail.com or mail.company.co.uk
IMAP_PORT                # Default: 993
IMAP_USERNAME            # Your email address
IMAP_PASSWORD            # App password
SMTP_HOST                # e.g. smtp.gmail.com or mail.company.co.uk
SMTP_PORT                # Default: 587

BUSINESS_NAME            # Used in email sign-offs
OWNER_NAME               # Signatory name on chase emails
FROM_EMAIL               # e.g. accounts@mycompany.co.uk
PAYMENT_TERMS_DAYS       # Default: 30 (days after invoice date payment is due)
CURRENCY                 # Default: GBP

CHASE_ENABLED            # Default: true — automatically send chase emails on schedule
APPROVAL_REQUIRED        # Default: true — owner approves each chase before sending
WHATSAPP_CHASE_THRESHOLD # Default: £500 — chase via WhatsApp for invoices above this
STOP_CHASE_ON_DISPUTE    # Default: true — pause chasing if dispute flag is set
LATE_PAYMENT_INTEREST    # Default: true — calculate and mention statutory interest
                         # on invoices overdue 30+ days (Late Payment of Commercial
                         # Debts Act 1998 — 8% over Bank of England base rate)
PAYMENT_LINK_ENABLED     # Default: false — include Stripe payment link in chase emails
STRIPE_PAYMENT_LINK      # Your Stripe payment link URL (if PAYMENT_LINK_ENABLED = true)

Never log or repeat access tokens or refresh tokens back to the user.

Token refresh#

Both Xero and QuickBooks OAuth tokens expire after 30 minutes (access token) and 60 days (refresh token). The skill automatically refreshes access tokens using the stored refresh token before each API call. If the refresh token has expired (after 60 days of inactivity), prompt the user to re-authenticate via CONFIG.md.

---

Invoice Status Definitions#

Use these consistently across all workflows:

StatusDefinitioncurrentInvoice due date has not yet passedoverdue_1_71–7 days overdue — grace period, first chaseoverdue_8_308–30 days overdue — second chaseoverdue_31_6031–60 days overdue — third chase, statutory interest appliesoverdue_60_plus60+ days overdue — final notice, escalatedisputedOwner has flagged as disputed — chasing pausedpaidPayment received — remove from chase queuewritten_offOwner has written off the debt

Calculate days_overdue as: today - invoice.DueDate

Always use the DueDate field returned by the API — both Xero and QuickBooks store this directly on each invoice and it reflects any custom payment terms (e.g. 14 days, 60 days, end of month) set per invoice or client. Only fall back to invoice_date + PAYMENT_TERMS_DAYS if DueDate is null or not returned by the API (rare edge case).

Do NOT override or recalculate DueDate using PAYMENT_TERMS_DAYS — this would give wrong results for invoices with non-standard terms.

---

Chase Sequence#

Default sequence — apply unless the owner has customised it:

StageTriggerChannelToneStage 1 — Friendly reminder1 day overdueEmailPolite, assumes oversightStage 2 — Follow-up8 days overdueEmailFirmer, requests confirmationStage 3 — Formal notice31 days overdueEmail + WhatsApp*Formal, mentions statutory interestStage 4 — Final demand61 days overdueEmail + WhatsApp*Final, mentions debt collection

*WhatsApp only if invoice value ≥ WHATSAPP_CHASE_THRESHOLD

Owner can customise: "change my chase sequence to 3, 10, 21, 45 days"

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Workflow A — Fetch and Triage Overdue Invoices#

Triggered by: "check overdue invoices", "who owes me money", "run the payment chaser", or via heartbeat if configured.

Step 1 — Fetch invoices from Xero#

Refresh access token if needed:

text

POST https://identity.xero.com/connect/token
Content-Type: application/x-www-form-urlencoded

grant_type=refresh_token
&client_id={XERO_CLIENT_ID}
&client_secret={XERO_CLIENT_SECRET}
&refresh_token={XERO_REFRESH_TOKEN}

Store the new access_token and refresh_token in memory.

Fetch all outstanding invoices:

text

GET https://api.xero.com/api.xro/2.0/Invoices?where=Status%3D%22AUTHORISED%22%20AND%20Type%3D%22ACCREC%22&order=DueDate%20ASC
Xero-Tenant-Id: {XERO_TENANT_ID}
Authorization: Bearer {XERO_ACCESS_TOKEN}
Accept: application/json

Filter to invoices where AmountDue > 0. Calculate days_overdue for each. Assign status from the Invoice Status Definitions table.

Key fields to extract per invoice:

• InvoiceID, InvoiceNumber, Reference
• Contact.Name, Contact.EmailAddress, Contact.Phones
• Date, DueDate, AmountDue, AmountPaid, Total
• LineItems (for context in chase emails)
• CurrencyCode

Step 2 — Fetch invoices from QuickBooks (if configured)#

Refresh QBO access token:

text

POST https://oauth.platform.intuit.com/oauth2/v1/tokens/bearer
Authorization: Basic {base64(QB_CLIENT_ID:QB_CLIENT_SECRET)}
Content-Type: application/x-www-form-urlencoded

grant_type=refresh_token&refresh_token={QB_REFRESH_TOKEN}

Fetch overdue invoices via QuickBooks Query API:

text

GET https://quickbooks.api.intuit.com/v3/company/{QB_REALM_ID}/query
  ?query=SELECT%20*%20FROM%20Invoice%20WHERE%20Balance%20%3E%200%20ORDER%20BY%20DueDate%20ASC
Authorization: Bearer {QB_ACCESS_TOKEN}
Accept: application/json

Map QuickBooks fields to consistent internal format:

• Id → InvoiceID
• DocNumber → InvoiceNumber
• CustomerRef.name → Contact.Name
• BillEmail.Address → Contact.EmailAddress
• DueDate → DueDate
• Balance → AmountDue
• TotalAmt → Total

Step 3 — Check for recent payments (real-time sync)#

Before displaying, verify each flagged invoice hasn't been paid since the last check. For Xero, re-fetch each invoice individually if days_overdue seems inconsistent:

text

GET https://api.xero.com/api.xro/2.0/Invoices/{InvoiceID}

Remove any invoices where AmountDue = 0 or Status = "PAID" from the chase list. Update payment_log memory to record the payment with date and amount.

Step 4 — Display aged debtor summary#

text

💰 Overdue invoices — 18 Apr 2026

Total outstanding:   £8,340.00 across 6 invoices

🔴 Overdue 60+ days (1):
  · Apex Design Ltd     INV-0089   £2,400.00   74 days   ⚠️ Final demand stage

🟠 Overdue 31–60 days (2):
  · Blue Wave Agency    INV-0094   £1,850.00   38 days   📨 Stage 3 due
  · Thornton & Co       INV-0091   £750.00     33 days   📨 Stage 3 due

🟡 Overdue 8–30 days (2):
  · Metro Retail Group  INV-0097   £2,100.00   12 days   📨 Stage 2 due
  · Harlow Consulting   INV-0098   £640.00     9 days    📨 Stage 2 due

🟢 Overdue 1–7 days (1):
  · Patel & Partners    INV-0101   £600.00     2 days    📨 Stage 1 due

Reply:
  "send all due"     — send all chase emails that are due today
  "chase [name]"     — chase a specific client
  "aged report"      — full aged debtor breakdown
  "stop [name]"      — pause chasing a specific client

Step 5 — Store in memory#

Store current invoice list under invoice_chase_queue:

json

{
  "last_checked": "{ISO datetime}",
  "invoices": [
    {
      "id": "{InvoiceID}",
      "number": "{InvoiceNumber}",
      "client": "{Contact.Name}",
      "email": "{Contact.EmailAddress}",
      "phone": "{Contact.Phone}",
      "amount_due": {AmountDue},
      "due_date": "{YYYY-MM-DD}",
      "days_overdue": {n},
      "status": "{status}",
      "last_chased": "{ISO date or null}",
      "chase_stage": {1|2|3|4},
      "disputed": false,
      "platform": "xero|quickbooks"
    }
  ]
}

---

Workflow B — Send Chase Emails#

Triggered by: "send all due", "chase invoices", "chase [client name]", or automatically via heartbeat.

Step 1 — Determine which invoices need chasing today#

For each invoice in invoice_chase_queue:

• Is it disputed = true? → Skip (if STOP_CHASE_ON_DISPUTE = true)
• Is it paid or written_off? → Skip
• Determine the invoice's current stage from days_overdue using the stage thresholds
• Has chase_stage in memory already reached the current stage AND last_chased is within the last 7 days? → Skip (avoid re-chasing within same stage too quickly)
• Has chase_stage not yet reached the current stage? → Chase due (stage has escalated)
• Has chase_stage reached current stage AND last_chased is more than 7 days ago? → Re-chase at same stage (follow-up within stage is acceptable after 7 days)

Stage 4 (final demand) exception: never auto-send Stage 4 — always present to owner for approval regardless of APPROVAL_REQUIRED setting or how many days have passed.

Step 2 — Generate chase email for each invoice#

Use the template matching the invoice's current stage. Personalise with actual invoice data — amount, number, due date, days overdue.

Stage 1 — Friendly reminder (1–7 days overdue):

text

Subject: Payment reminder — {InvoiceNumber} — {BUSINESS_NAME}

Hi {first_name},

I hope you're well. I'm just dropping you a quick note as a friendly
reminder that invoice {InvoiceNumber} for £{AmountDue} was due on
{DueDate}.

If you've already processed this payment, please ignore this message —
it may simply be crossing in the post. If you have any questions about
the invoice, do let me know.

{IF PAYMENT_LINK_ENABLED}
For convenience, you can pay securely online here: {STRIPE_PAYMENT_LINK}
{ENDIF}

Many thanks,
{OWNER_NAME}
{BUSINESS_NAME}
{FROM_EMAIL}

Stage 2 — Follow-up (8–30 days overdue):

text

Subject: Outstanding payment — {InvoiceNumber} — {BUSINESS_NAME}

Hi {first_name},

I'm following up on my previous message regarding invoice {InvoiceNumber}
for £{AmountDue}, which was due on {DueDate} and is now {days_overdue}
days outstanding.

Could you let me know the expected payment date, or confirm if there
are any issues with the invoice I can help resolve?

{IF PAYMENT_LINK_ENABLED}
You can pay securely online here: {STRIPE_PAYMENT_LINK}
{ENDIF}

I look forward to hearing from you.

Best regards,
{OWNER_NAME}
{BUSINESS_NAME}
{FROM_EMAIL}

Stage 3 — Formal notice (31–60 days overdue):

text

Subject: Formal payment notice — {InvoiceNumber} — {BUSINESS_NAME}

Dear {first_name},

I am writing to formally notify you that invoice {InvoiceNumber} for
£{AmountDue} remains unpaid. This invoice was due on {DueDate} and is
now {days_overdue} days overdue.

{IF LATE_PAYMENT_INTEREST = true}
Under the Late Payment of Commercial Debts (Interest) Act 1998, we
reserve the right to charge statutory interest of 8% above the Bank of
England base rate on overdue commercial debts. We also reserve the right
to claim a fixed debt recovery charge of £{recovery_cost} (applicable to
debts of this size under the Late Payment of Commercial Debts Regulations
2013). Should this invoice remain unpaid, we may add these amounts to the
outstanding balance.
{ENDIF}

Please arrange payment within 7 days of this notice. If there is a
dispute regarding this invoice, please contact me immediately so we
can resolve the matter.

{IF PAYMENT_LINK_ENABLED}
Pay online: {STRIPE_PAYMENT_LINK}
{ENDIF}

Yours sincerely,
{OWNER_NAME}
{BUSINESS_NAME}
{FROM_EMAIL}

Stage 4 — Final demand (61+ days overdue):

text

Subject: FINAL DEMAND — Invoice {InvoiceNumber} — {BUSINESS_NAME}

Dear {first_name},

This is a final demand for payment of invoice {InvoiceNumber} for
£{AmountDue}, now {days_overdue} days overdue.

Despite previous correspondence, this invoice remains unpaid. If
payment is not received within 7 days of this notice, we will have
no alternative but to pursue this debt through formal channels,
which may include:

  · Referral to a debt collection agency
  · County Court Judgment (CCJ) proceedings
  · Statutory demand under the Insolvency Act 1986

{IF LATE_PAYMENT_INTEREST = true}
Please note that the following additional amounts are now claimable
under the Late Payment of Commercial Debts (Interest) Act 1998 and
the Late Payment of Commercial Debts Regulations 2013:

  Statutory interest ({calculated_rate}% per annum):  £{interest_amount}
  Fixed debt recovery charge:                          £{recovery_cost}
  Total amount now claimable:                          £{total_claimable}
{ENDIF}

We would strongly prefer to resolve this amicably. Please contact
me immediately on {FROM_EMAIL} if you wish to discuss payment.

{IF PAYMENT_LINK_ENABLED}
Pay now: {STRIPE_PAYMENT_LINK}
{ENDIF}

Yours sincerely,
{OWNER_NAME}
{BUSINESS_NAME}
{FROM_EMAIL}

Statutory interest and recovery cost calculation:

text

rate = 0.08 + bank_of_england_base_rate  (fetch current rate via web search if possible)
daily_rate = rate / 365
interest_amount = AmountDue × daily_rate × days_overdue

recovery_cost = 40   if AmountDue < 1000
recovery_cost = 70   if AmountDue >= 1000 and AmountDue < 10000
recovery_cost = 100  if AmountDue >= 10000

total_claimable = AmountDue + interest_amount + recovery_cost
calculated_rate = (rate × 100) formatted to 2 decimal places (e.g. "13.25")

If Bank of England base rate cannot be fetched, use 4.75% as the conservative default (search the web for the current rate before sending Stage 3/4 emails — it changes periodically).

Step 3 — Preview before sending (if APPROVAL_REQUIRED = true)#

text

📧 Chase ready — {n} emails

Stage 1 (friendly reminder):
  · Patel & Partners   INV-0101   £600.00   2 days
    To: raj.patel@patelpartners.co.uk

Stage 2 (follow-up):
  · Metro Retail Group INV-0097   £2,100.00  12 days
    To: accounts@metroretail.co.uk
  · Harlow Consulting  INV-0098   £640.00    9 days
    To: claire.harlow@harlowconsulting.co.uk

Stage 3 (formal notice):
  · Blue Wave Agency   INV-0094   £1,850.00  38 days   ⚠️ Interest: £24.56
    To: finance@bluewave.co.uk
  · Thornton & Co      INV-0091   £750.00    33 days   ⚠️ Interest: £8.65
    To: accounts@thorntonco.co.uk

Total being chased: £5,940.00

Send all? YES / review each one / skip

If APPROVAL_REQUIRED = false, send immediately and report results.

Step 4 — Send emails#

Use SMTP (same pattern as Customer Support Triage skill).

RFC 2822 format with proper headers:

text

From: {OWNER_NAME} <{FROM_EMAIL}>
To: {Contact.EmailAddress}
Subject: {stage_subject}
Content-Type: text/plain; charset=UTF-8

{email_body}

Step 5 — WhatsApp chase (for high-value invoices)#

If invoice amount ≥ WHATSAPP_CHASE_THRESHOLD AND stage ≥ 3: Send a WhatsApp message via OpenClaw's configured channel:

text

💰 Payment chase — {client_name}

Invoice: {InvoiceNumber}
Amount:  £{AmountDue}
Overdue: {days_overdue} days

Stage {n} chase email just sent to {email}.

If no response within 48 hours, consider a direct call.
Client phone: {phone_if_available}

Step 6 — Update memory and log#

After sending each chase:

• Update chase_stage and last_chased in invoice_chase_queue
• Add entry to chase_log:

json

{
  "invoice_id": "{id}",
  "invoice_number": "{number}",
  "client": "{name}",
  "amount": {AmountDue},
  "stage": {n},
  "sent_at": "{ISO datetime}",
  "channel": "email | email+whatsapp",
  "outcome": "sent | skipped | failed"
}

Confirm to owner:

text

✅ Chase emails sent — {n} invoices

  Patel & Partners     INV-0101   £600.00   Stage 1 ✅
  Metro Retail Group   INV-0097   £2,100.00  Stage 2 ✅
  Harlow Consulting    INV-0098   £640.00    Stage 2 ✅
  Blue Wave Agency     INV-0094   £1,850.00  Stage 3 ✅ + WhatsApp
  Thornton & Co        INV-0091   £750.00    Stage 3 ✅ + WhatsApp

Total chased: £5,940.00
Next run: tomorrow (Apex Design Ltd — Stage 4 final demand)

---

Workflow C — Aged Debtor Report#

Triggered by: "aged report", "aged debtor report", "how much is outstanding", "cash flow summary".

Pull from invoice_chase_queue memory. If stale (>4 hours), re-fetch from API first.

text

📊 Aged Debtor Report — 18 Apr 2026

Total outstanding:    £8,340.00 (6 invoices)

Breakdown by age:
  Current (not yet due):   £0
  1–30 days overdue:       £3,340.00   40%   (3 invoices)
  31–60 days overdue:      £2,600.00   31%   (2 invoices)
  60+ days overdue:        £2,400.00   29%   (1 invoice)

By client:
  Apex Design Ltd          £2,400.00   74 days   🔴 Final demand
  Metro Retail Group       £2,100.00   12 days   🟡 Stage 2
  Blue Wave Agency         £1,850.00   38 days   🟠 Stage 3
  Thornton & Co              £750.00   33 days   🟠 Stage 3
  Harlow Consulting          £640.00    9 days   🟡 Stage 2
  Patel & Partners           £600.00    2 days   🟢 Stage 1

Chase history this month:
  Emails sent:     12
  Payments received after chase: 3 (£4,200.00)
  Avg days to pay after Stage 1: 8 days
  Avg days to pay after Stage 2: 14 days

⚠️ Apex Design Ltd has been at Stage 4 for 13 days with no response.
   Consider: debt collection referral or CCJ proceedings.

---

Workflow D — Mark Invoice as Paid#

Triggered by: "mark invoice [number] as paid", "invoice [number] has been paid", or automatically when payment is detected during a sync.

Option 1 — Detected automatically during Workflow A sync#

When AmountDue = 0 or Status = "PAID" is found during a fetch, mark as paid in memory and notify owner:

text

✅ Payment received — INV-0097

Metro Retail Group paid £2,100.00
Removed from chase queue.
Outstanding balance: £6,240.00

Option 2 — Manual mark (if payment received outside the system)#

Update the invoice status in memory immediately. Optionally update the invoice in Xero/QuickBooks:

Xero — mark as paid (use the dedicated Payments endpoint):

text

PUT https://api.xero.com/api.xro/2.0/Invoices/{InvoiceID}/Payments
Xero-Tenant-Id: {XERO_TENANT_ID}
Authorization: Bearer {XERO_ACCESS_TOKEN}
Content-Type: application/json

{
  "Account": { "Code": "{bank_account_code}" },
  "Date": "{today_YYYY-MM-DD}",
  "Amount": {AmountDue},
  "Reference": "Marked paid via OpenClaw"
}

Note: Xero requires a bank account code (e.g. "090" for the default bank account) to record a payment against a specific account. If the owner hasn't configured one, update the status in invoice_chase_queue memory only and flag for manual reconciliation in Xero:

text

⚠️ Marked as paid in OpenClaw memory.
To reconcile in Xero, please record the payment manually:
Xero Admin → Invoices → {InvoiceNumber} → Add Payment

---

Workflow E — Dispute Management#

Triggered by: "add dispute note to [invoice]", "pause chasing [client]", "[client] is disputing the invoice", "stop chasing [name]".

Mark as disputed#

Update invoice_chase_queue to set disputed = true for the invoice. Add a note to memory:

json

{
  "invoice_id": "{id}",
  "dispute_note": "{owner's description}",
  "flagged_at": "{ISO date}"
}

Confirm:

text

⏸️ Chasing paused — Apex Design Ltd (INV-0089)

Reason: {dispute note}
All automated chases suspended until you resume.

Reply "resume chasing Apex Design" to restart,
or "write off INV-0089" to remove from queue entirely.

If STOP_CHASE_ON_DISPUTE = false, still note the dispute but continue chasing.

Resume chasing#

Triggered by: "resume chasing [client]" Sets disputed = false, resets chase to appropriate stage based on current days_overdue.

Write off#

Triggered by: "write off [invoice]" Confirm before action — this removes the invoice from all future chasing. Optionally update Xero/QuickBooks status to VOIDED or write-off account code.

---

Workflow F — Payment Chase Report#

Triggered by: "payment report", "how much have I collected this month", "chase effectiveness report".

Pull from chase_log memory.

text

📊 Payment chase report — April 2026

Invoices chased:     18
Payments received:    7  (£12,400.00 collected)
Still outstanding:   11  (£8,340.00)
Collection rate:     60%

By stage effectiveness:
  Stage 1 responses:  4 of 6 paid within 5 days   (67%)
  Stage 2 responses:  2 of 5 paid within 7 days   (40%)
  Stage 3 responses:  1 of 4 paid within 14 days  (25%)
  Stage 4 responses:  0 of 3 paid                  (0%)

⚠️ Stage 4 (final demand) has 0% effectiveness this month.
   3 invoices totalling £5,100 may need debt collection referral.

Average days to payment after first chase: 11 days
Fastest paying client: Patel & Partners (3 days after Stage 1)
Slowest: Apex Design Ltd (still unpaid — 74 days)

---

Workflow G — Heartbeat (Proactive Monitoring)#

Configure OpenClaw's heartbeat to check for newly overdue invoices automatically.

Recommended schedule:

• Daily at 08:00 UK time — check for newly overdue invoices and any that have crossed into a new chase stage overnight

In HEARTBEAT.md add:

text

- Check invoice chase queue. Fetch latest from Xero/QuickBooks.
- If any invoices have become newly overdue or crossed a stage threshold, notify me.
- If APPROVAL_REQUIRED = true, show me the draft chases for approval before sending.
- If APPROVAL_REQUIRED = false, send due chases automatically and summarise.
- Always notify me if a Stage 4 (final demand) invoice has had no response in 7 days.
- Notify me immediately if any previously overdue invoice shows payment received.

Payment received alert (highest priority heartbeat message):

text

✅ Payment received! — {client_name}

Invoice: {InvoiceNumber}
Amount:  £{amount} (was {days_overdue} days overdue)

Outstanding balance reduced to: £{new_total}

---

UK Late Payment Law Reference#

Apply throughout. Never suggest ignoring these rights.

LawWhat it providesWhen it appliesLate Payment of Commercial Debts (Interest) Act 19988% + BoE base rate interest on overdue B2B invoicesBusiness-to-business transactions onlyLate Payment of Commercial Debts Regulations 2013Fixed debt recovery costs (£40 for debts <£1,000; £70 for £1,000–£9,999; £100 for £10,000+)B2B onlyConsumer Rights Act 2015Different rules for B2CBusiness-to-consumer only

Fixed debt recovery costs — can be claimed in addition to the invoice amount:

• Debt under £1,000 → claim additional £40
• Debt £1,000–£9,999 → claim additional £70
• Debt £10,000+ → claim additional £100

These can be mentioned in Stage 3/4 emails to increase urgency. The skill will calculate and include them when LATE_PAYMENT_INTEREST = true.

Important caveats:

• These rights apply to B2B transactions only. If the debtor is a consumer (individual, not a business), different rules apply.
• This skill provides information only — it is not legal advice.
• For debts going to court or debt collectors, recommend the owner takes proper legal advice.

---

Error Handling#

ErrorCauseActionXero 401Access token expiredAuto-refresh using refresh tokenXero 403Wrong tenant ID or insufficient scopeAsk user to re-check Xero app permissionsXero 429Rate limit (60 calls/minute)Wait 60s, retryQB 401Access token expiredAuto-refresh using refresh tokenQB 429Rate limitWait 60s, retrySMTP send failedWrong credentials or portVerify app password, check SMTP settingsInvoice not foundID mismatch or deletedRe-fetch full list, update memoryPayment recorded but invoice still shows overdueSync delayRe-fetch individual invoice after 5 minutes

Required Xero API scopes (set in Xero app):

• accounting.transactions — read and update invoices
• accounting.contacts — read contact details
• accounting.settings — read bank account codes (for marking paid)

Required QuickBooks API scopes:

• com.intuit.quickbooks.accounting — full accounting access

---

Memory Instructions#

Store and maintain:

• invoice_chase_queue: current list of all overdue invoices with chase status
• chase_log: log of every chase sent — used for effectiveness reports
• invoice_config: all configuration values
• dispute_notes: map of invoice ID → dispute description and date
• payment_log: record of payments received during monitoring — used to show "collected this month" figures even if Xero/QuickBooks data is cleared

Update invoice_chase_queue on every Workflow A run. Prune chase_log entries older than 12 months. Never prune payment_log — payment history is valuable long-term.

---

Tone & Communication (to owner)#

• 💰 invoice summary · 📧 chase email · ✅ paid · ⏸️ paused · 🔴 final demand · 📊 report · ⚠️ alert
• Always show amount in £ — never raw numbers without currency
• For Stage 4 (final demand), always flag as needing owner attention — never auto-send without approval regardless of APPROVAL_REQUIRED setting
• When a payment comes in: celebrate it briefly — "✅ £2,100 received from Metro Retail!"
• When reporting aged debtors: be matter-of-fact, not alarming — state the facts and suggest next action
• Dates always in DD MMM YYYY format
• Never send a chase email on a Saturday, Sunday, or UK bank holiday — queue it for the next working day instead