Sending reminders is tedious work: you have to figure out who is outstanding, for how long, and then write a polite text for each customer. No wonder it often gets postponed. With AI you flip that around: the AI retrieves the open invoices and immediately writes a fitting reminder — all you have to do is approve. This article is specifically about writing those texts; for the broader process read sending reminders with AI.
How does AI retrieve my open invoices?
Via Ledger Botje your AI assistant requests your outstanding receivables directly from Exact Online. It sees per invoice the amount, the invoice date and how many days it has been open. With that the AI can not only determine who should get a reminder, but also write the right content: the exact amount, invoice number and due date are correct, because they come straight from your administration.
Reminder or demand notice: what should you have AI write?
Not every open invoice calls for the same tone. A loyal customer who is late once deserves a friendly reminder; a chronic late payer a formal demand. The AI adapts:
- Warm reminder — short, friendly, with the relationship in mind.
- Second reminder — a bit more businesslike, with a clear payment term.
- Formal demand — clear about consequences, ready for any follow-up procedure.
So you keep the good relationship where you can, and are firm where you must.
Which prompts work well?
A few examples you can use right away:
- “Give me all invoices open for more than 30 days and write a friendly payment reminder per customer in my name.”
- “Customer De Vries has been open for 60 days — write a formal demand with a 7-day payment term.”
- “Create a second reminder, slightly more businesslike than the first, with a clear deadline.”
Provide your company name, signature and desired tone, and the text is right immediately. Find more examples in the prompt library.
What stays manual?
The most important part stays with you: the AI sends nothing itself. It writes the text, you review and approve. That way you keep outbound communication fully in your own hands — exactly as it should be for something sensitive like dunning. The time saved is in the lookup work and the writing, not in handing over the decision.
How do you start?
If you already have the connection, you can immediately ask for your open items and have a reminder drafted. Not connected yet? Then first follow the MCP connection guide. Want to view only your open invoices first? Read retrieving open invoices via ChatGPT.
Frequently asked questions
How does AI retrieve my open invoices?
Via Ledger Botje the AI requests your outstanding receivables directly from Exact Online, including amount, invoice date and how many days an invoice has been open.
Does the AI send the reminder automatically?
No. The AI writes the text, but you review and approve before anything goes out.
Can I adjust the tone of the reminder?
Yes. You ask for a friendly reminder or a formal demand, and the AI adjusts the tone accordingly.
Ready to have your reminders written? Try Ledger Botje free for 14 days and have your first reminder drafted.