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Email or phone? Sort overdue HubSpot invoices by Mailchimp reach
For collections teams who want to know whether reminder emails will land, by asking their AI assistant to check each billing contact in Mailchimp.
On this page
Connector
Connect Mailchimp, pick your AI tool and paste the prompt.
The problem
Invoice reminders sent to addresses nobody reads
Collections teams send reminder emails without knowing whether the billing contact still reads them. An address that bounced or unsubscribed in Mailchimp means the reminder never lands and the invoice keeps aging.
Without PopdockAI
- Filter overdue invoices in HubSpot
- Look up each billing contact in Mailchimp
- Check bounces and recent opens by hand
- Keep sending reminders that never arrive
With PopdockAI
- Every overdue invoice is read with its billing contact
- Mailchimp status, bounces and recent opens are checked
- Contacts are classed reachable, doubtful or unreachable
- It only reads and never adds anyone to an audience
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** For every overdue HubSpot invoice with a balance due of at least `{min-balance}` (any balance above zero if blank), find out whether the billing contact can still be reached by email in Mailchimp, counting opens in the last `{lookback-days}` days (default 90 if blank).
**Step 1: Overdue invoices**
Call `hubspot-get-invoices` with `due-date.to` set to yesterday and `balance-due.min` set to `{min-balance}` (or 0.01 if blank). Note `invoice-number`, `company-name`, `contact-email`, `balance-due`, `currency`, `due-date` and `age-category`. If nothing comes back, report that there are no overdue invoices and stop.
**Step 2: Carry each contact email into Mailchimp**
For each distinct `contact-email`:
* Call `mailchimp-get-list-member` with `email` set to it. Note `status` per audience.
* Call `mailchimp-get-campaign-email-activity` with `email-address` set to it and `activity-date.from` set to today minus the lookback. Count opens, and note any activity whose `bounce-type` is set.
If an invoice has no `contact-email`, mark it "No email on invoice" and skip this step for it.
**Step 3: Report**
A table with columns: invoice, company, contact email, balance due, days overdue, Mailchimp status, recent opens, bounced. Classify each row:
* Reachable: subscribed with at least one open in the window.
* Doubtful: subscribed but no opens in the window.
* Unreachable: unsubscribed, cleaned, bounced, or not in Mailchimp. Recommend phone or post.
Sort Unreachable first, then by balance due, largest first. End with the total balance due in each class, per currency.
**Rules & Guidelines:**
* `hubspot-get-invoices` is on the HubSpot server; `mailchimp-get-list-member` and `mailchimp-get-campaign-email-activity` are on the Mailchimp server.
* Match on email address only, compared case-insensitively with surrounding spaces trimmed. Never match on name alone.
* This prompt is read-only. Do not call `hubspot-add-contact`, `hubspot-update-contact`, `hubspot-add-contact-note`, `hubspot-add-company`, `hubspot-update-company`, `hubspot-add-company-note`, `hubspot-add-deal`, `hubspot-update-deal`, `hubspot-add-deal-note`, `hubspot-add-ticket`, `hubspot-update-ticket` or `hubspot-add-ticket-note` on HubSpot, and do not call `mailchimp-add-list-member`, `mailchimp-update-list-member`, `mailchimp-add-customer`, `mailchimp-update-customer`, `mailchimp-add-segment-member`, `mailchimp-start-automation`, `mailchimp-pause-automation`, `mailchimp-replicate-campaign`, `mailchimp-update-product` or `mailchimp-update-order` on Mailchimp.
* Never add an overdue customer to a Mailchimp audience or re-subscribe them; marketing consent is not a collections channel.
**Validation:**
* Do not add balances across different currencies.
* If one contact email appears on several invoices, show one row per invoice but look the email up in Mailchimp only once.Who it's for
One answer, three teams that use it
Accounts receivable
Stop sending reminders into the void
See which billing contacts have bounced or unsubscribed, so you switch to a call or letter before the invoice ages further.
Which overdue HubSpot invoices have a billing contact who bounced or unsubscribed in Mailchimp?
Collections managers
Plan the week by reachability
Get overdue balances totalled by reachable, doubtful and unreachable, per currency, to plan calls and emails.
Total our overdue HubSpot invoices over 1,000 by whether the billing contact opened a Mailchimp email in the last 60 days.
Customer success managers
Find accounts that have gone quiet
Spot customers who owe money and have stopped opening email, a sign the relationship needs a direct check in.
Show overdue HubSpot invoices for Contoso and other accounts whose contacts have not opened a Mailchimp email lately.
How it works
What PopdockAI does when you ask
You set a minimum balance and a lookback period, and your AI assistant checks each billing contact in Mailchimp. Unreachable contacts come first, and nothing is changed.
01
Ask
You set a minimum balance and how far back to count opens.
02
Read
It takes every overdue HubSpot invoice and its billing contact email.
03
Check
It reads each contact's Mailchimp status, bounces and recent opens.
04
Report
Unreachable contacts come first, with balances totalled per class and currency.
What PopdockAI provides
The tools behind the answer
Ready made tools for Mailchimp and one secure connection to your AI tool. No code, no exports.
hubspot-get-invoices
mailchimp-get-list-member
mailchimp-get-campaign-email-activity
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
Email the reachable, phone the rest
Related use cases
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