The Scenario
You're the finance manager at a consulting firm. You got a Slack message at 8 AM: 25 invoices in Clientary are past due. Some are 15 days late, a few are past 30.
Your usual move is to open Clientary, filter invoices by status, open each overdue one, check the amount and the client, decide whether to send a reminder, then navigate to the client page and send it. For 25 invoices, that's an hour of clicking — and you know from experience that two or three reminders won't go out because you'll lose count.
The bad version:
- Filter Clientary invoices to "overdue," open each one, copy the invoice number, client name, amount, and days overdue into a tracking workbook manually — one row at a time.
- After building the list, go back into Clientary invoice by invoice and click "Send Reminder" for the ones above your threshold, keeping track in the workbook of which ones you've sent.
- Three days later, your colleague asks which clients got the reminder email — and your manual tracking workbook has two rows where you forgot to update the "sent" column.
The dollar amount sitting in overdue invoices is real. Every day those don't move, the firm's cash position is worse. This shouldn't require an hour of your morning to address.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the workbook and talks to Clientary directly — pulling overdue invoices, writing them into the workbook, and sending reminders through Clientary for the ones that qualify. Open the sidebar and describe the operation.
List all Clientary invoices that are past their due date and write invoice number, client name, amount, due date, and days overdue into columns A through E. Then for each invoice in column A where days overdue in column E is greater than 14, send a payment reminder via Clientary using the message in cell H1, and mark "sent" in column F.
What You Get
- One row per overdue invoice in the workbook: invoice number, client name, amount, due date, and days overdue in columns A–E.
- Column F marked "sent" for every invoice where a Clientary reminder was dispatched, and "skipped" for invoices under the 14-day threshold.
- Any reminder that fails to send (client email missing, Clientary API error) surfaces with the reason in column G instead of silently failing.
- The full list in the workbook becomes your audit record — sortable, filterable, shareable with your team.
What If the Data Is Not Quite Ready
The reminder message needs to vary by days overdue
Invoices 15–29 days overdue get a gentle reminder; invoices 30+ days get a firmer message with a call-to-action.
List all overdue Clientary invoices and write them into columns A–E. For invoices 15–29 days overdue in column E, send the reminder message from cell H1. For invoices 30 or more days overdue, send the message from cell H2. Mark column F with "gentle" or "firm" to indicate which message was sent.
Some clients have a "do not auto-remind" flag
You have a few VIP clients where you handle reminders personally. Column B in the Clients reference worksheet has a "No Auto-Remind" flag.
Pull all overdue Clientary invoices into columns A–E. Cross-reference client names against the Clients worksheet — if the client is marked "No Auto-Remind" in column B, skip the reminder and mark column F as "manual follow-up." For all other clients over 14 days overdue, send the reminder from cell H1 and mark column F as "sent."
You need to CC the account manager on each reminder
Each client has an account manager email in your internal Clients worksheet in column C.
Fetch all overdue Clientary invoices and write them into columns A–E. For invoices over 14 days overdue, look up the account manager email in the Clients worksheet using the client name in column B, then send the Clientary reminder with the account manager CC'd. Mark column F as "sent" with the CC email noted.
Full kill chain: pull, segment, send, log, flag exceptions
List all overdue Clientary invoices and write invoice number, client, amount, due date, and days overdue into columns A–E. Cross-reference the Clients worksheet and skip any client marked "No Auto-Remind." For the remaining overdue invoices, send the reminder from cell H1 for 15–29 days and from cell H2 for 30+. Mark column F with the outcome (sent-gentle, sent-firm, skipped-manual, error). Write any error reasons into column G.
One prompt handles the pull, the segmentation, the sending, and the audit trail — so nothing gets forgotten and everything is logged.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull all your overdue Clientary invoices and send reminders to every client past the threshold in your standard message. For the front end of the billing cycle, the Unbilled Hours and Invoicing spoke covers creating invoices before they become overdue. The full Clientary hub covers every workflow.