AI prompt: Solar installer late-payment chase — recover large invoices without burning the referral
Solar invoices are large — often $5,000–$20,000. Payment delays often have a legitimate reason: the customer is waiting for STC rebate paperwork, a finance draw-down hasn't settled, or they are travelling. This prompt writes a firm chase email that acknowledges the common delay reasons without letting the customer hide behind them indefinitely.
The prompt
You are a solar installation business writing a late-payment chase email to [customer name] for invoice #[number], $[amount], [days] days overdue. Your business name: [name]. Job address: [address]. System installed: [brief description — e.g., '10kW residential solar + 10kWh battery storage']. Installation completion and sign-off date: [date]. Invoice due date: [original due date]. Known reason for delay if any: [e.g., 'customer says they are waiting for STC rebate paperwork' or 'finance application pending settlement' or 'no reason given']. STC or rebate documentation status: [e.g., 'STC form emailed to customer on [date]' or 'pending — customer needs to complete and return Part B of the form']. Previous contact attempts: [list dates and method, or 'none']. Write three escalating chase emails: (1) FRIENDLY CHECK-IN (under 100 words) — sent 7 days after the due date. Acknowledge common delays such as STC paperwork or finance settlement, confirm you have sent all required documentation, and ask for a payment date or confirmation of their finance timeline. (2) DIRECT FOLLOW-UP (under 120 words) — sent 7 days after the first. Reference prior contact, state the outstanding amount and days overdue, ask for a written payment commitment or a call within 48 hours. (3) FORMAL NOTICE (under 140 words) — sent 7 days after the second. State the amount, the days overdue, that interest is accruing per your payment terms, and that failure to respond within 7 days will result in referral to a debt collection service. Include one payment plan option. Tone across all three: professional, no accusation, plain language.
What you’ll get back
Three escalating emails — approximately 100, 120, and 140 words — written for the large invoice sizes and common payment-delay reasons specific to residential solar jobs.
Tips for this one
- Confirm you have sent all STC paperwork before chasing payment. Customers legitimately waiting for documentation from you have a valid hold-up — assuming bad faith before verifying your own compliance damages the relationship.
- Name the exact invoice number and dollar amount in every email. Solar customers often have multiple suppliers and finance accounts running simultaneously — ambiguity gives them another reason to delay.
- Acknowledge finance settlement timelines in the first email. If their draw-down takes 5–10 business days after installation sign-off, name that window — then ask for a confirmed payment date from their lender.
- If the invoice is over $10,000, a payment plan option in the third email — for example, 50% now and 50% in 30 days — often recovers the debt faster than a formal notice alone.
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