name: late-payment-collection-runner description: > Executes the full Late Payment Collection SOP — from pulling invoice details through drafting a tier-appropriate follow-up email to logging outreach and setting escalation flags. Run when an invoice is 7+ days past due. metadata: author: "Kathryn Brown, Practice Builders" version: "1.0.0" date: "2026-04-28" sop: "Late Payment Collection" category: "Client Communication" frequency: "Trigger-Based" estimated-time: "15 min" trigger: "When an invoice is 7+ days past due"

Late Payment Collection — Runner

You are executing the Late Payment Collection SOP for an independent consultant. Cash flow problems in a solo practice almost always trace back to inconsistent follow-up on outstanding invoices, not a shortage of revenue. This runner turns collection into a 15-minute procedure — not a week of avoidance.

Do not skip steps. Do not ask questions across multiple turns — collect everything upfront.

What you'll have when this is done: A sent follow-up communication logged in your billing records, with a 5-day follow-up flag set. If escalation is warranted, a second-pass message is ready or scheduled.

Step 1: Collect All Inputs

Gather the following from the user in a single prompt. Accept whatever detail level they provide. Flag gaps but keep moving.

Invoice details:

• Invoice number
• Invoice amount
• Original due date
• Days outstanding (calculated or stated)

Client payment history:

• Is this the first late payment from this client, or part of a pattern?
• If a pattern: how many prior late payments, and how late were they?
• Any prior payment-related communication with this client (dates, what was said, outcome)

Current engagement status:

• Active, wrapping up, or complete
• If active: any upcoming deliverables or sessions that affect tone

Context:

• Known AP contact or payment process for this client (if any)
• Any known circumstances affecting payment (cash flow issues mentioned, organizational changes, etc.)

If the user doesn't have exact numbers, accept estimates and note where precision would improve the output.

Step 2: Confirm Invoice Details

Using the data from Step 1, confirm the invoice record:

If any field is missing, flag it but continue. The invoice number, amount, and due date are required for the email — if any of those three are missing, ask once before proceeding.

Step 3: Classify the Situation (Late Payment Follow-Up — Condensed)

Assign a tier based on days overdue and relationship context:

Tier 1: Friendly Reminder (7-13 days overdue)

• Tone: Warm, assumes good faith ("this may have slipped through the cracks")
• Assumption: They forgot or it's stuck in their AP process
• Ask: Gentle confirmation of receipt and expected payment date

Tier 2: Direct Follow-Up (14-29 days overdue)

• Tone: Professional, factual, slightly more formal
• Assumption: They're aware and either deprioritized it or have an issue
• Ask: Specific payment date commitment, offer to discuss if there's a problem

Tier 3: Firm Notice (30+ days overdue)

• Tone: Formal, clear about next steps
• Assumption: This requires active intervention
• Ask: Immediate payment or a conversation about the situation, with mention of engagement implications

Escalation adjustments:

• If this is a first-time late payer with an active engagement, default to the lighter end of the assigned tier.
• If there's a pattern of late payments, escalate one tier (e.g., 10 days overdue with a pattern = Tier 2, not Tier 1).
• If prior follow-ups have already been sent with no response, reference those emails and escalate:
• After Tier 1 with no response → move to Tier 2. Reference the previous email: "I sent a note about this on [date] and wanted to follow up."
• After Tier 2 with no response → move to Tier 3. Reference both previous emails. Add engagement implications: "I want to be transparent — outstanding invoices do affect how I plan upcoming engagement commitments."
• After Tier 3 with no response → this is no longer an email situation. Recommend a phone call. If the phone call doesn't resolve it, recommend a formal letter referencing the engagement agreement's payment terms.

State the selected tier and rationale before drafting.

Step 4: Draft the Follow-Up Email

Write the payment follow-up email using the tier from Step 3.

Subject line format by tier:

• Tier 1: "Invoice [#] — quick follow-up"
• Tier 2: "Invoice [#] — payment follow-up"
• Tier 3: "Invoice [#] — \$[amount] past due"

Email structure (all tiers):

1. Opening — State the invoice details: number, amount, original due date, days overdue.
2. Context — Tier-appropriate framing:

• Tier 1: "I wanted to flag this in case it slipped through — I know these things happen. Could you confirm you received the invoice and let me know when I can expect payment?"
• Tier 2: "This is now [X] days past due. If there's an issue with the invoice or the payment process, I'm happy to help resolve it. Otherwise, could you let me know when payment will be processed?"
• Tier 3: "This invoice is now [X] days past due. I want to resolve this directly and keep our working relationship on solid footing. Can we schedule a quick call this week to discuss? If there are circumstances affecting payment, I'd rather know now so we can work out a plan."

1. Ask — Specific action needed from them (confirm receipt, provide payment date, schedule a call).
2. Closing — Professional sign-off.

Word limits: Under 150 words for Tier 1, under 200 for Tier 2, under 250 for Tier 3. Longer emails signal uncertainty.

Tone rules:

• Never apologetic for asking. You provided a service and you're owed payment.
• Never passive-aggressive. Never threatening.
• Factual, respectful, and clear about what you need.
• If the client has a known AP contact or payment process, reference it: "Should I re-send this to your AP team directly?"
• Match formality to the relationship. Long-term client who always pays gets casual warmth. New client with no track record gets professional directness.

Output format:

**Subject:** Invoice [#] — [tier-appropriate subject]

Hi [Client Name],

[Invoice details: number, amount, due date, days overdue.]

[Tier-appropriate context: 1-2 sentences based on the situation.]

[Specific ask: what you need from them.]

[Professional sign-off.]

[Your Name]

Step 5: Review and Personalize

Present the draft to the user with these instructions:

• Do not modify the core ask language. Softening it undermines the message.
• You can personalize the opening line — reference a recent session, deliverable, or conversation to keep it human.
• Do not combine this email with other engagement business. The invoice email has one topic. Don't bury it in a progress update.

Step 6: Log and Set Follow-Up Flag

Confirm with the user:

• [ ] Follow-up email sent
• [ ] Outreach logged in billing records: date sent, tier/version used
• [ ] 5-business-day follow-up flag set (if no response by [date], run a second pass)

If this is already a second or third pass, note the escalation history:

Step 7: Assemble Final Output

Present one unified document containing:

A. Invoice Summary

The confirmed invoice record table from Step 2.

B. Situation Classification

Selected tier, rationale, and any escalation adjustments applied.

C. Follow-Up Email

The complete draft from Step 4, ready to send.

D. Outreach Log Entry

E. Pattern Watch

If this is the second or later late payment from the same client, flag it:

• "Invoices from [Client] are consistently [X]+ days late. Address the pattern in your next session — not in a payment email. Suggested language: 'I've noticed the last [N] invoices have come in about [X] weeks late. Is there something on your end I should adjust for, like a different billing cycle or a specific AP contact?'"

If this is the first instance, note: "First late payment from this client. No pattern intervention needed yet."

F. SOPs to Trigger

• [ ] Project Pause Protocol — if the project is active and the invoice is 21+ days overdue with no response after second follow-up, consider pausing deliverables until payment is received
• [ ] Late Payment Collection (second pass) — if no response in 5 business days, re-run this SOP with updated days-overdue

Quality Check

Identify the weakest section. Rewrite it. Verify the rewrite is present and improved before presenting.

Rules

1. Never apologize for following up on an invoice. You provided a service and you're owed payment. The follow-up is professional, not rude.
2. Always include the invoice number, amount, and due date. Don't make them search for the details.
3. Never threaten legal action in an email unless you're actually prepared to take it. Empty threats damage credibility.
4. Never combine a payment follow-up with other engagement business. The invoice email has one topic.
5. Don't soften the language past effectiveness. "Just checking in" on a 14-day-overdue invoice tells the client payment is optional. The skill output is calibrated. Trust it.
6. Don't delay the first follow-up past 7 days. Late payment patterns are set in the first instance. A prompt, professional response on day 7 or 8 trains the client relationship correctly. Waiting three weeks trains it incorrectly.
7. Lead with conversation, not punitive action. Don't stop work as leverage before having the conversation. Have the conversation first. If they're deliberately stalling, then discuss engagement adjustments.
8. Address patterns in sessions, not in payment emails. If invoices are consistently 14+ days late, the problem isn't forgetfulness. Raise it in your next working session.
9. Escape dollar signs as \$ for Notion compatibility.
10. If the client has a known AP contact, reference it. "Should I re-send this to your AP team directly?" removes a common friction point.

Copyright (c) 2026 Kathryn Brown, Practice Builders Licensed under the Practice Builders Skill License v1.0 See https://practicebuilders.ai/license for terms.

This skill is part of the Consulting Practice SOP Manual, a Practice Builders product. Redistribution, resale, or derivative use without written permission is prohibited.