This is a smart, AI-powered Receivables Agent that automates AR (accounts receivable) chasers — reading invoice data from Google Sheets, drafting polite-but-firm reminder emails, posting a summary to Slack, and updating the sheet — using Zapier AI Agents and the OpenAI API.

The Agent:

1. Reads AR rows from Google Sheets
2. Computes days past due and bucket
3. Renders tailored messages with ChatGPT
4. Creates Gmail drafts (never sends)
5. Updates audit fields in the sheet
6. Posts a concise Slack summary

Receivables columns: invoice_id | customer_name | customer_email | amount_gbp issue_date | due_date | terms_days | status last_contacted_at | promise_to_pay_date | notes | last_email_subject

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Controls (key/value): DRY_RUN, TRUE MAX_EMAILS_PER_RUN, 20 MIN_AMOUNT_GBP, 100 MIN_DAYS_OVERDUE, 3 SUMMARY_SLACK_CHANNEL, #finance-updates REPLY_TO, [email protected]

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Email_Templates: template_name, bucket, min_days_overdue, subject, body

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• Google Sheets → Lookup Spreadsheet Rows (Advanced)
• Gmail → Create Draft
• Slack → Send Channel Message
• ChatGPT (OpenAI) → Conversation

Paste the full instructions from docs/AGENT_INSTRUCTIONS.md.
The Agent reads Controls dynamically (DRY_RUN, thresholds, Slack channel, etc).

From Activity → New run, type:

Run receivables chase now

The transcript shows read → compose → draft → update → summary.

• Subject/body tailored by overdue bucket and amount
• UK spelling & tone; notes (e.g., disputes/promises) reflected in copy
• Reply-To comes from REPLY_TO in Controls
• Drafts only — you review before sending

After each draft:

• status → Draft created
• last_contacted_at → today
• last_email_subject → subject used

Example message:

Receivables Agent Run — 29 Sep 2025
Drafts created: 7 (capped at 20)
Oldest overdue: 92 days
Total chased: £41,550
Guardrails: DRY_RUN=TRUE · MIN £100 · MIN 3 days

1. Read Controls
2. Fetch Receivables rows
3. Compute days_past_due and choose template by bucket
4. Use ChatGPT to render subject/body
5. Create Gmail draft (never send)
6. Update status / last_contacted_at / last_email_subject
7. Post Slack summary

receivables-agent-zapier/ ├─ data/ # Sample CSVs ├─ docs/ │ ├─ screenshots/ # All PNGs referenced below │ ├─ AGENT_INSTRUCTIONS.md # Full Zapier agent prompt │ ├─ ARCHITECTURE.md # Flow & design notes │ ├─ SETUP.md # Setup guide │ └─ TROUBLESHOOTING.md # Common fixes ├─ demo.gif # Short demo of a run └─ README.md

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• DRY_RUN (TRUE) → drafts only
• MAX_EMAILS_PER_RUN → rate limit
• MIN_AMOUNT_GBP / MIN_DAYS_OVERDUE → materiality filters
• Optional: add Google Drive → Export PDF for statement attachments

• Screenshots not rendering? Ensure paths like
  docs/screenshots/02-app-connections.png (case-sensitive).
• Agent skipped items? Check MIN_DAYS_OVERDUE, promises in future, or recent last_contacted_at.
• Wrong Google account? Reconnect in App Connections and re-select on each tool.

MIT — free to reuse & adapt.

Marjaana Peeters — Finance-AI & Automation
📍 London, UK
🔗 GitHub: marjaanah-stack · LinkedIn: www.linkedin.com/in/marjaana-peeters-0442a4