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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.
On this page
Connector
Connect Asana, pick your AI tool and paste the prompt.
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.
**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.
02
Find
It finds overdue Sage Intacct invoices and adds each customer's email and rep.
03
Confirm
It skips invoices already tracked and shows you the tasks to approve.
04
Create
It creates up to 25, largest amounts first, and returns each link.
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.
sage-intacct-get-invoice
sage-intacct-get-customer
asana-get-project
asana-get-tasks
asana-create-task
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
Overdue cash chased sooner
Related use cases
More ways to put this data to work
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