Invoice And Payment Tracker Summary

Invoice & Payment Tracker Summary

This skill assembles an invoice aging summary from a pasted list of invoices or payments. It classifies each invoice by payment status, calculates overdue aging, builds a per-client reconciliation cross-section, and generates a prioritised "needs action" list — with no accounting SaaS or integrations required.

Input:

• Pasted invoice or payment list (markdown table, CSV, plain text list, or free-form)
• Optional: payment terms (default: net 30), report date, currency label

Output:

• Single markdown document with three sections: Aging Summary / Per-Client Reconciliation / Needs Action

Language Detection

Detect the user's language from their message:

• If Russian (or contains Cyrillic): respond in Russian
• If English (or other Latin-script language): respond in English
• If ambiguous: respond in the language of the trigger phrase used

Instructions

Step 1: Validate Input

1. Check that the user has pasted a list of invoices or payments.

   • If input is empty or contains only whitespace: stop and respond: "Вставь список счетов (номер, клиент, дата, сумма, статус). / Paste your invoice list (invoice #, client, date, amount, status)."
   • If input looks like a bank statement (contains debit/credit/transaction columns): stop and respond: "Это банковская выгрузка, а не список счетов. Для анализа банковских транзакций используй скилл monthly-close-checklist. / This looks like a bank statement. For transaction analysis, use the monthly-close-checklist skill."
   • If the user asks to write a reminder letter or dunning message: redirect: "Этот скилл составляет сводку, а не письма-напоминания. Для серии напоминаний используй accounts-receivable-followup-writer. / This skill builds a status summary, not reminder messages. For a reminder sequence, use accounts-receivable-followup-writer."

2. Identify the report date (use today's date if not provided).

Step 2: Parse Columns and Confirm Mapping

1. Identify columns or fields in the input. Look for: Invoice #, Client Name, Invoice Date, Due Date, Amount, Paid Amount or Status.
2. If column headers are clear and standard: proceed directly to Step 3.
3. If headers are ambiguous, missing, or non-standard (e.g., "Контрагент", "Сумма к оплате", "Дата оплаты"):
   • Present a mapping confirmation:

     "Я вижу следующие поля: [col1] → Invoice #, [col2] → Client, [col3] → Amount. Верно? / I see these fields: [col1] → Invoice #, [col2] → Client, [col3] → Amount. Correct?"

   • Wait for user confirmation before proceeding. Do not generate output until mapping is confirmed.

Edge Case — EC5 (Mixed-language input): If input contains mixed EN and RU (e.g., Russian client names with English amounts), detect the dominant language of headers and use it to determine output language; preserve original values as-is.

Step 3: Classify Each Invoice

For each invoice, assign one of four statuses:

Edge Case — EC1 (No due date): If due date is absent, calculate as: Invoice Date + 30 days. Add a note: "Due date assumed: invoice date + net 30. Provide due dates for exact calculations."

Edge Case — EC2 (Partial payment): Show paid amount, remaining balance, and days since partial payment (calculated as: Report Date − date of last known payment, if available; otherwise omit) in the per-client reconciliation section. Add a "Days Since Payment" column to that client's table only if the input contains a payment date field; if not available, note "(payment date not provided)" next to the balance.

Step 4: Calculate Aging

1. For each Overdue invoice, calculate Days Overdue = Report Date − Due Date (in calendar days).
2. Assign to an aging bucket:

3. For Paid, Partially Paid, and Current invoices, leave Days Overdue and Bucket as "—".

Edge Case — EC3 (Multiple currencies): Process all rows. Group per-client totals by currency. Add note: "Cross-currency totals omitted — currencies cannot be aggregated without an exchange rate."

Edge Case — EC4 (Large list, 50+ invoices): Process all invoices. Add an executive summary card at the top of the output: total outstanding, bucket distribution (count and amount per bucket), top 3 overdue clients by balance.

Step 5: Generate Aging Summary Table

Build a table with all invoices, one row per invoice:

Sort the table: Overdue (90+ first) → Overdue (61–90) → Overdue (31–60) → Overdue (0–30) → Partially Paid → Current → Paid.

Step 6: Generate Per-Client Reconciliation

For each unique client in the input:

1. Create a subsection: ### [Client Name]
2. List all invoices for that client in a table (Invoice #, Date, Amount, Paid, Balance, Status).
   • EC2: If any invoice for this client is "Partially Paid" and the input includes a payment date field, add a "Days Since Payment" column (Report Date − payment date). If payment date is not in the input, add a note "(payment date not provided)" next to the Partially Paid balance row.
3. Add a Total outstanding line at the bottom of each client section.
4. If the client has no outstanding balance (all invoices Paid): include the subsection and note "(All invoices paid)".

Step 7: Generate Needs Action List

1. Collect all Overdue and Partially Paid invoices.
2. Sort by priority: highest days overdue first; within the same aging bucket, sort by largest balance first.
3. Output as a numbered list:

   1. [Client] — [Balance] overdue [N] days (Bucket: [bucket])

4. If no overdue invoices exist: note "✓ No overdue invoices."

Step 8: Assemble and Output

Combine the three sections into a single markdown document using the Output Format template below. Output language must match the user's input language: English uses English section headers; Russian uses Russian section headers (see Output Format).

Negative Cases

• Empty or whitespace input: Stop. Respond with bilingual prompt listing required fields (see Step 1).
• Bank statement detected: Stop. Redirect to monthly-close-checklist skill (see Step 1).
• Request to write reminder letters: Redirect to accounts-receivable-followup-writer skill (see Step 1).

Output Format

Single markdown document with three sections:

# Invoice & Payment Status Summary
**Report Date:** [date]
**Total Invoices:** [N] | **Total Outstanding:** [amount]

> [Executive summary card — only for 50+ invoices: bucket distribution + top 3 overdue clients]
> [Assumption note if due dates were calculated — only if EC1 applied]

---

## Aging Summary

| Invoice # | Client | Invoice Date | Due Date | Amount | Paid | Balance | Status | Days Overdue | Bucket |
|-----------|--------|--------------|----------|--------|------|---------|--------|--------------|--------|
| INV-001 | Acme Corp | 2026-04-01 | 2026-05-01 | $5,000 | $0 | $5,000 | Overdue | 52 | 31–60 days |
| INV-002 | Beta LLC | 2026-05-10 | 2026-06-10 | $2,000 | $2,000 | $0 | Paid | — | — |

---

## Per-Client Reconciliation

### Acme Corp
| Invoice # | Date | Amount | Paid | Balance | Status |
|-----------|------|--------|------|---------|--------|
| INV-001 | 2026-04-01 | $5,000 | $0 | $5,000 | Overdue 52d |

**Total outstanding: $5,000**

---

### Beta LLC
| Invoice # | Date | Amount | Paid | Balance | Status |
|-----------|------|--------|------|---------|--------|
| INV-002 | 2026-05-10 | $2,000 | $2,000 | $0 | Paid |

*(All invoices paid)*

---

## Needs Action

1. **Acme Corp — $5,000 overdue 52 days** (Bucket: 31–60 days)

Russian variant uses these section headers:

• # Сводка по счетам и платежам
• ## Таблица старения задолженности
• ## Акт сверки по клиентам
• ## Требует внимания

Output is copy-paste ready — no meta-commentary between sections. All notes (EC1 assumption, EC3 currency warning) appear in a blockquote at the top, not inline in tables.