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Create Asana follow-ups for overdue Intacct invoices
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Chase overdue Sage Intacct invoices from an Asana project

For collections teams who plan in Asana and want their AI assistant to turn overdue Sage Intacct invoices into follow-up tasks with contact details.

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Create Asana follow-ups for overdue Intacct invoices
Make Asana follow-up tasks in the AR Collections project for Sage Intacct invoices more than 45 days overdue.
Nine invoices are over 45 days overdue, and two already have open tasks. - To create: 7 tasks, largest amount first - First: invoice INV-2207 for Contoso, 12,400.00 due - Contact: rep Jordan Lee, ap@contoso.com Shall I create the seven tasks?
Asana
Sample figures. Your results come from your own account.
sage-intacct-get-invoice
sage-intacct-get-customer
asana-get-project
asana-get-tasks
asana-create-task

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Asana

Asana
Run it on your own Asana data.

Connect Asana, pick your AI tool and paste the prompt.

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The problem

Copying overdue invoices into tasks by hand

Overdue invoices live in Sage Intacct while collections work is planned in Asana. Copying each one into a task with customer details is repetitive, and duplicating a task someone already has is easy.

Without PopdockAI

  • Run the overdue invoice report
  • Look up each customer's email and rep
  • Check the project for existing tasks
  • Type each task by hand

With PopdockAI

  • Overdue invoices found with customer email and rep
  • Invoices already tracked skipped
  • Up to 25 per run, largest amounts first
  • Nothing created until you confirm

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Find Sage Intacct invoices overdue by more than `{days-overdue}` days (default 30) with at least `{min-amount}` due (default 0.01), and create one follow-up task per invoice in the Asana project `{asana-project}`, skipping invoices that already have a task.

**Step 1: Read overdue invoices**

Call `intacct-get-invoice` with `due-date.to` = today minus `{days-overdue}` days and `total-due.min` = `{min-amount}`. Keep `invoice-number`, `customer-id`, `customer-name`, `due-date` and `total-due`. If nothing comes back, report that there are no overdue invoices and stop.

**Step 2: Add customer contact detail**

For each distinct `customer-id`, call `intacct-get-customer` with it and keep `email` and `customer-rep-name`.

**Step 3: Find the Asana project**

Call `asana-get-project` with `name` = `{asana-project}`. If zero or several projects come back, say so and stop without writing.

**Step 4: Skip existing tasks**

Call `asana-get-tasks` with `projects.contains` = `{asana-project}` and `completed` = false. An invoice already has a task if an open task's `name` contains its `invoice-number`. Drop those.

**Step 5: Confirm**

Show the user a table of the tasks you would create: task name "Collect invoice <invoice-number> - <customer-name>", amount due, due date, days overdue, customer email, and customer rep. Ask the user to confirm, and let them remove rows. Do not continue without a clear yes.

**Step 6: Create and confirm**

For each confirmed row, call `asana-create-task` once with `name` as above, `project-ids` = the Asana `project-id`, `due-on` = today plus 7 days (ISO), and `notes` listing the invoice number, customer, amount due, original due date, customer email and customer rep. Report each returned `permalink-url`, and list any that failed with the error.

**Rules & Guidelines:**

* `intacct-get-invoice` and `intacct-get-customer` are on the intacct server. `asana-get-project`, `asana-get-tasks` and `asana-create-task` are on the asana server.
* `asana-create-task` is the only tool that may write, once per confirmed invoice. Do NOT call `asana-update-task`, `asana-create-comment`, `intacct-update-customer` or any other intacct create or update tool.
* Never create more than 25 tasks in one run. If there are more, create the 25 largest by `total-due` and tell the user how many remain.

**Validation:**

* If a customer has no email in Intacct, still create the task and write "no email on file" in the notes.
* If `asana-create-task` fails for one invoice, report it and continue with the rest.

Who it's for

One answer, three teams that use it

Collections specialists

Start from a complete task list

Each task has the invoice, amount, due date and contact details.

Create Asana tasks in the Collections project for Sage Intacct invoices over 60 days overdue.

AR managers

Chase the largest balances first

Tasks are created largest amounts first, up to 25 per run.

Make follow up tasks for the biggest overdue Intacct invoices past 30 days.

Account managers

Know which of your customers owe

Each task names the rep so the right person follows up.

Add Asana tasks for overdue Sage Intacct invoices and show me the rep for each before creating them.

How it works

What PopdockAI does when you ask

You set how overdue counts and name the project, and your AI assistant prepares the tasks. You approve them first, and Intacct is never changed.

01

Ask

You set how many days overdue counts and name the Asana project.

Your AI tool

02

Find

It finds overdue Sage Intacct invoices and adds each customer's email and rep.

sage-intacct-get-invoice
sage-intacct-get-customer

03

Confirm

It skips invoices already tracked and shows you the tasks to approve.

No items found.

04

Create

It creates up to 25, largest amounts first, and returns each link.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Asana and one secure connection to your AI tool. No code, no exports.

get-data

sage-intacct-get-invoice

Returns invoices from Sage Intacct. The record-number links to the Get invoice entries tool.
get-data

sage-intacct-get-customer

Returns customers from Sage Intacct.
get-data

asana-get-project

Returns Asana projects with their owner, team, dates, completion and current status.
get-data

asana-get-tasks

Returns Asana tasks with their assignee, projects, sections, tags, due dates and completion. Filter by assignee, project or due date to find open and overdue work.
run-action

asana-create-task

Creates an Asana task in one or more projects, or as a subtask of another task, with its assignee, notes and due date.
Read only.Nothing in Asana Changes

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.

How Popdock AI secures your data

The outcome

Overdue cash chased sooner

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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