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Chase the rest of a partly paid invoice

Practice: Keeping the AI to your sources. About 5 minutes.

About this exercise

A client paid only part of an invoice, and you're in accounts receivable. Write a follow-up email under 90 words, plain text, that states the remaining balance and invoice number in the first sentence, shows the math in one line, and gives the exact way to pay. Don't claim a late fee applies yet, because the contract's fee only starts after day 45. Write a prompt that gets you exactly that.

Common mistakes when you ask AI for this

  • Trusting the AI to count words. AI is bad at counting. Ask for "under 90 words" and it often lands well over. Try: Cap each part instead: "5 sentences, each under 16 words."
  • Opening with pleasantries. The AI starts with "I hope this finds you well" and the balance shows up later. Try: Add: "First sentence: the remaining balance and invoice number."
  • Not showing the math. The AI states a balance without how it got there, inviting a back-and-forth. Try: Add: "Show it in one line: $8,640.00 - $6,300.00 = $2,340.00."
  • Threatening a fee too early. The contract mentions a late fee, so the AI says one applies even though it's only day 38. Try: Add: "No late fee yet; it starts after day 45."
  • Ignoring where it will be pasted. AI loves bold and headings, which show up as stray ** and # symbols in the email. Try: Name the place and the format: "For the email. Plain text, no bold or headings."

What a strong prompt includes

  • Puts the balance first
  • Shows the math
  • Handles the late fee correctly
  • Gives payment options
  • Sets a word limit

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