Most late invoices are not disputed, just forgotten. This template is built to automate invoice reminders without handing over control: an Invoice Tracker checks for overdue invoices each morning and drafts a reminder for each, and a Cashflow Reporter writes a weekly digest. A human reads and sends everything.
It is for small businesses that chase invoices late because nobody has a spare hour. Biilda is a desktop app for Windows and macOS, free to download. Tell it in chat what you need and it sets up AI employees (its term for an AI agent with a job), skills and scheduled tasks.
What this template does
The Finance & Ops department gives a small business a standing accounts-receivable and reporting function without hiring for it.
Every morning at 10:00, the Accounts-receivable tracker checks Xero for outstanding invoices, flags anything overdue, and drafts a reminder email for each — ready for a human to look over and send. Every Monday at 08:00, the Finance reporter pulls the week's cashflow and expenses and writes a short digest into Google Sheets: what came in, what went out, and what's worth knowing before the week starts.
Both employees read financial and email data only — they draft and report, but never send money, send email, or touch a Xero record without a human in the loop.
How does automating invoice reminders work here?
At 10:00 each day the Invoice Tracker looks at outstanding invoices, flags the overdue ones and drafts a reminder email for each. The AR follow-up skill sets the stage: a friendly nudge for a week-old miss, a clearer reminder after that, a firmer follow-up later, and past 45 days a flag for you to handle personally instead of another email.
On Monday at 8:00 the Cashflow Reporter writes the weekly digest into Google Sheets with the Cashflow digest skill: money in, money out, the net change, and anything that stands out. Once Xero can be connected, a typical week is a short list of reminders to approve each morning and one digest to read before Monday starts. Because installed employees ask before outward actions, the sheet write waits for your OK too.
What do you need to set it up?
The template is built around Xero, Gmail and Google Sheets. Xero is not available in Biilda yet; the app offers a Request button for it. Both employees pull their figures from Xero, so the invoice check and the weekly digest both wait on it, and nothing on this page produces real figures today. Gmail and Google Sheets connect today.
- Download Biilda and open it.
- Open Templates and find Finance & Ops.
- Add it in one click.
- Connect Gmail and Google Sheets from Connectors.
- Review what was installed, then switch on the employees and tasks. They start off.
Biilda costs nothing to download and has no subscription; credits start at $20 and each task costs what it uses (pricing).
What can you change?
The reminder ladder is in the AR follow-up skill. Edit which overdue ranges get which reminder stage and how firm each one sounds, and the drafts follow. Both tasks can move: the 10:00 check to when you open your email, the Monday digest to another day. They run on Balanced and can drop to Economy.
What does it not do?
It does not send reminders, move money or edit invoices, and it does not touch a Xero record. It is not a bookkeeping system or a tax tool. Until Xero can be connected there is no live invoice or cashflow feed, so this is a setup to review rather than a running process. Scheduled tasks run only while Biilda is running.
Updated October 5, 2026 · 2 min read