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Build a HubSpot collections list in minutes
For finance teams who want overdue invoices grouped by customer with who to chase, by asking their AI assistant.
On this page
Connector
Connect HubSpot, pick your AI tool and paste the prompt.
The problem
Collections lists go stale before anyone picks up the phone
Building a collections list from HubSpot invoices means filtering by due date, grouping by customer, finding who to contact and checking for payments on the way. Done by hand, it is out of date before the first call.
Without PopdockAI
- Filter invoices by due date and balance
- Group them by customer in a spreadsheet
- Look up who to contact at each one
- Miss the payments already on their way
With PopdockAI
- Overdue invoices with a balance are listed for you
- Customers are grouped with the total owed and oldest due date
- Payments in the last 30 days are checked first
- It only reads, so nothing is drafted or sent
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Build a collections list of overdue HubSpot invoices with at least `{min-balance}` due (default 0), for `{company-name}` (default: every customer).
**Step 1: Overdue invoices**
Call `hubspot-get-invoices` with `due-date.to` = yesterday, `balance-due.min` = `{min-balance}` (or 0.01 when blank), and `latest-company-name.contains` = `{company-name}` when given. Drop any invoice whose `invoice-status` is voided or draft.
**Step 2: Group by customer**
Group by `company-name`. For each customer: invoice count, total balance due, oldest due date, and the worst `age-category`.
**Step 3: Who to contact and what has come in**
For each customer, take the `contact-email` on its invoices. Call `hubspot-get-commerce-payments` with `customer-email` = that address over the last 30 days to see whether a payment is already in flight.
**Step 4: Report**
* Customer table, largest balance first: customer, invoices, balance due, oldest due date, days overdue, contact email, payment in last 30 days (amount and date, or none).
* Invoice detail table: invoice number, customer, invoice date, due date, amount billed, amount paid, balance due, PO number.
* Grand total overdue, and the share owed by the top three customers.
**Rules & Guidelines:**
* This prompt is read-only. Do NOT call any write tool: `hubspot-add-contact`, `hubspot-add-company`, `hubspot-add-deal`, `hubspot-add-ticket`, `hubspot-update-contact`, `hubspot-update-company`, `hubspot-update-deal`, `hubspot-update-ticket`, `hubspot-add-contact-note`, `hubspot-add-company-note`, `hubspot-add-deal-note`, `hubspot-add-ticket-note`.
* Do not draft or send reminder messages; this prompt only produces the list.
* Report amounts in each invoice's own currency; do not convert.
**Validation:**
* If nothing is overdue, say so.
* If an invoice has no contact email, flag it as "No contact on invoice".Who it's for
One answer, three teams that use it
Collections specialists
Know who to call first
Start the day with overdue customers ranked by what they owe, with the contact email to chase.
Which customers owe us more than 1,000 on overdue HubSpot invoices, and who do I contact at each?
Accounts receivable
Skip customers who already paid
Recent payments are checked for each customer, so you do not chase money that is already on its way.
Show overdue HubSpot invoices for Contoso and any payments they made in the last 30 days.
Finance managers
See the overdue position at a glance
Get the total owed and oldest due date per customer, in each invoice's own currency, without building a report.
Give me a summary of overdue HubSpot invoices over 500, grouped by customer with the oldest due date.
How it works
What PopdockAI does when you ask
You set a minimum balance and your AI assistant reads HubSpot invoices and recent payments. You get a ranked collections list, and nothing is sent to anyone.
01
Ask
You set a minimum balance and optionally a customer.
02
Read
It lists overdue invoices with a balance due.
03
Group
It totals each customer and checks for payments in the last 30 days.
04
Report
You get a collections list with the contact to chase, and nothing is sent.
What PopdockAI provides
The tools behind the answer
Ready made tools for HubSpot and one secure connection to your AI tool. No code, no exports.
hubspot-get-invoices
hubspot-get-commerce-payments
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
A collections list you can work today
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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