Review overdue-invoice reminders Get the source data and prepare the review Documentation-checked proposed route; source collection and human approval required WHAT WAS CHECKED Official documentation checked; all routes are proposed and have not been run in a product account. No client data, account access, installs or account writes used. Native column names are distinguished from editorial kit contracts. Missing source evidence blocks completeness claims. BEFORE YOU START - Clio Manage billing/report permissions and a defined currency, bill scope and cutoff. - Approved reminder policy and authoritative dispute, hold, payment-plan, pause and reminder-history records. - Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent. - Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab. DATA ACQUISITION LIMITS - Accounts receivable includes approved outstanding bills, not drafts. It does not supply every reminder-control field. - No reminder is eligible until latest payments and holds are checked; a stale balance or unknown pause state blocks sending. DECLARED INPUT CONTRACT invoices.csv: invoice_id, client_alias, matter_alias, issue_date, due_date, currency, outstanding_amount, paid_status, dispute_flag, hold_flag, payment_plan_type, manual_pause, last_reminder_date approved-reminder-policy.txt STEP 1: Obtain the named report, with its real scope Tool: Clio Manage; optional Manage AI report link Open: Diamond/gem > AI Launchpad > Ask a question; or Reports > Classic reports > Reports > Billing > Accounts receivable Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. If Manage AI is available, ask for the named report with the exact period, then open its report link. Otherwise use the native Reports menu shown. Set the actual filters, choose CSV under Output format and generate. Keep the original headers, filter settings, generation time and control totals. Use the actual Balance, Status, Invoice number and Due date, distinguishing invoice rows from interest/subtotal rows. Do not calculate amount due from the report Amount field alone. PASTE THIS PROMPT Open the Accounts receivable report for [APPROVED PERIOD AND SCOPE]. Return its report link; do not change records or infer missing data. Expected output: Native Accounts receivable CSV and a saved scope/control note. The kit schema is a later staff mapping. Use it next: Inspect the actual report and source items before creating a separate deidentified workbook. Check: Report/AI availability varies by plan and permissions. A returned link is not an arbitrary data-query result; verify the report name and filters. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://help.clio.com/hc/en-us/articles/9290078155803-Clio-Manage-Reports-Presets-and-History https://help.clio.com/hc/en-us/articles/29658606211483-Manage-AI-Generate-Reports-and-Monitor-Performance https://help.clio.com/hc/en-us/articles/14330519112987-Clio-Manage-Billing-Reports STEP 2: Map the observed records to the starter input Tool: Excel and authorized staff Open: Separate analysis workbook > Home > Format as Table Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Map invoices.csv: invoice_id from the actual invoice reference; client_alias/matter_alias from the restricted crosswalk; outstanding_amount from verified invoice Balance; due_date/status from source. Inspect the original bill for issue_date and currency. Read current payment plan and the firm’s actual dispute/hold/pause/reminder records locally, then fill paid_status,dispute_flag,hold_flag,payment_plan_type,manual_pause,last_reminder_date only when verified. Paste approved-reminder-policy.txt into Policy and cutoff/unknown semantics into Scope. Create named tables for Invoices. Put the policy and review scope in visible worksheets or paste them into the next prompt. Expected output: Invoices table with source-backed controls; unknown is not false. Use it next: Check the mapping against each original source before using AI. Check: Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model STEP 3: Review the bounded evidence with Copilot Tool: Excel Copilot, optional Open: Approved analysis workbook > Copilot icon at lower right > Chat only Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Use Chat only and submit the prompt. Without Copilot: apply the approved reminder rules, checking every control field and invoice balance. PASTE THIS PROMPT Using Invoices, Policy and Scope, return invoice_id, observed outstanding amount/currency, eligibility=review/hold/not_due/unknown, exact policy rule, missing evidence and row citations. Exclude paid, disputed, held, paused or incompatible payment-plan items under Policy. Unknown control/history blocks a send recommendation. Draft neutral reminder text only for staff-verified eligible rows using supplied facts. Do not add interest, fees, threats, deadlines or payment instructions; do not send or edit. Expected output: Billing-review queue and conditional drafts. Use it next: Copy the draft exception list to the reviewer; retain row references. Check: Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel https://support.microsoft.com/en-us/excel/copilot/frequently-asked-questions-about-copilot-in-excel STEP 4: Approve the review result Tool: Responsible staff reviewer Open: Reviewed local worksheet Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Billing staff refresh the actual invoice/payment state immediately before approving a draft. The responsible lawyer reviews disputes/holds and approves exact recipients and wording through the firm’s communication process. Expected output: Approved draft or explicit hold, with evidence of final balance check. Use it next: Any external message, source change, payment or deletion requires its own authorized process. Check: No automatic reminder or charge. Report arithmetic is not collection authority. Documentation limit: Editorial human-review gate; linked Excel documentation supports the worksheet used, not legal or accounting conclusions. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model ACCOUNT AND SOURCE CHECKS STILL NEEDED - Actual account access, plan and source-data completeness have not been tested. USING THE FILES IN THIS KIT Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs. The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.