superhelpful

From a sentence you typed to something running every Tuesday morning

Here's the whole thing, start to finish, following a typical example. Picture Sam, who runs a plumbing business in Newcastle, six on the tools, and does the invoicing on Sundays.

BEAT 01 · YOU SAY WHAT YOU WANT

No forms. Just tell it.

Type it the way you'd say it to a new apprentice. If we need to know something, which accounting software, who counts as a regular, we ask one question at a time.

Chase any invoice that's still unpaid after 14 days. Don't hassle the regulars too hard.

Got it. Which do you invoice from: Xero or QuickBooks?

BEAT 02 · WE PROPOSE IT

You read it before it exists

The proposal is the contract: the exact steps, what it can touch, what it can never touch, and which steps draw credits. Nothing is running yet.

Here's what I'd set up. Read it over before anything runs.
Workflow · AI decisions inside
Chase unpaid invoices
1Every weekday at 8am, check Xero for invoices past 14 days.
2Skip your regulars, and anyone who's replied this week.
3Draft a friendly reminder in Gmail and hold it for your OK.
What it can touch
✓Read invoices in Xero
✓Draft emails in Gmail
✕Can't send without your OK. Can't delete anything. Can't see payroll or payments.
Nothing runs yet
BEAT 03 · YOU SET THE LEASH

Permissions in words, not scopes

Each connection grants a specific use, and you can narrow it per workflow. These aren't settings we promise to honour, they're enforced when it runs.

Read invoices in Xero
Draft emails in Gmail
Send emails without asking
See payrollNever requested
BEAT 04 · WE TEST IT IN FRONT OF YOU

A dry run, on your real data

It finds the actual overdue invoices and writes the actual emails, then stops and shows you. Nothing leaves the building until you say so.

Test run · nothing sentjust now

Found 4 invoices past 14 days. Skipped 2 regulars. Drafted 2 emails.

"Hi Dave, just a friendly reminder that invoice #1042 ($1,240) was due last week. Happy to sort a payment plan if that helps."
BEAT 05 · IT RUNS

You hear from it, not about it

One text when something needs your OK. Otherwise it just goes. Every action lands in a ledger you can read like a bank statement.

Reminder sent · Dave, CoastalTue 8:04am
Reminder sent · Jen, HillsideTue 8:04am
Skipped · Marcus (regular)Tue 8:04am
Invoice #1042 marked paidWed 2:15pm
BEAT 06 · THE MONTHLY STATEMENT

What it did, what it cost

On the first of the month, one email. If the value isn't obvious, we'd rather you saw that clearly than not at all.

JULY · COASTAL PLUMBING
14 invoices chased. 9 paid. About 6 hours back.
Everything, all in$104.20 of your $250 cap

That was one workflow. Yours will look different.

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