AI by NicheJob 2 of 7ChatGPTGemini
Draft your invoice cover email and a three-step payment chase as templates with blanks, so no child or service detail is ever typed into the AI tool
Practice owners say cash flow is a worry: one OT practice owner writes of not knowing when invoices will come in, and another therapist names sending invoices and chasing late payments as slow admin. An invoice or chase that names a child and a therapy tells the reader about a child’s health, and the ICO says data concerning health is special category data, so the safe route is to build the wording once as a template and fill in names and amounts in your own system. AI drafts the template text with blanks, in a polite and firm tone, for three stages of chase. It never sees a child, a parent, a service description or an amount, and you add every detail yourself after the draft is saved.
Time: About 20 minutes once; a minute per invoice afterwardsTool cost: you can start with a free AI tool
Steps
- Write your payment terms yourself in two or three lines: days to pay, how to pay, and any late-payment charge you have agreed in your terms. Decide the invoice wording your accountant is happy with, such as “Professional services, [DATE]”, and do not put a condition, a diagnosis or a type of assessment on an invoice line unless you must.
- Paste only your payment terms and the stage names (invoice cover, friendly reminder, firm reminder) into the prompt. Do not paste any invoice, name or amount.
- The AI returns three short email templates with blanks for [PARENT], [INVOICE NUMBER], [AMOUNT], [DUE DATE] and [SIGN-OFF], each under 100 words, with subject lines that name no child and no service.
- Save the templates in your email or practice system. For each invoice, fill the blanks by hand, check the subject line and body for any child’s name or condition, and send from your own email.
- For invoices to schools, solicitors or local authorities, check your own terms and take advice before charging interest. Keep a dated record of every reminder you send.
The exact prompt
I am a private-practice paediatric therapist in the UK. Below are my own payment terms. Task: draft three email templates, each under 100 words, plain English, polite and firm: (1) an invoice cover email; (2) a friendly reminder for an invoice that is a few days overdue; (3) a firm reminder. Each must use only these blanks: [PARENT], [INVOICE NUMBER], [AMOUNT], [DUE DATE], [PAY BY DATE], [SIGN-OFF]. Give each a subject line that contains only [INVOICE NUMBER] and the words "Invoice" or "Reminder". Repeat my payment terms exactly as I give them in each template. Do not name or describe any child, therapy, assessment, report or service, do not calculate or state any interest or fee, do not threaten any action I have not named, and do not mention any health or education matter. RULES FOR THIS CHAT: Do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video. I have not included any and will not. I will give you only my own text, headings, dates and figures that I have typed in. Use the blanks [CHILD A], [PARENT], [SCHOOL] and [REFERRER] only. Do not ask for them and do not invent any. You must not give or suggest any clinical judgement: no view on any child’s needs, diagnosis, progress, provision, goals or recommendations, and no view on what any assessment, report, clinical note, plan or letter about a child should say. Do not write, edit, summarise or check any clinical note, assessment, report, EHCP content or letter about a child. Where a clinical fact or decision is needed, write [PRACTITIONER TO COMPLETE]. Everything you write is a blank layout or a draft that I, the registered practitioner, will read, complete and approve myself, and I stay accountable for it. MY PAYMENT TERMS: [PASTE]
✓ Check before you send
- The subject lines and bodies contain only blanks: no child’s name, initials, therapy type, assessment or report is named anywhere in the templates.
- The payment terms in each template match your written terms exactly, and the AI added no interest figure, fee or threat.
- When you fill a template in, you check the subject and body again for any child’s name or condition before you send it.
- For invoices to a school, solicitor or local authority, you have checked your own terms and any rule on late payment before you quote a charge.
- No child or family information, and no invoice or amount, went into the AI tool.
UK notes extra
- No child or family information goes into any AI tool on this page. In their own words: the RCSLT’s AI principles say “Identifiable client information — including names, case details, speech samples, transcripts, audio recordings, video recordings, assessment data or personal details, must not be entered into AI tools unless the system has been formally approved for secure clinical use in line with organisational information-governance requirements”; RCOT’s standards (7.1.12) say “You do not input personal, identifiable or sensitive information into AI tools unless they meet your organisation’s security and privacy requirements”; BPS guidance written for BPS Qualifications says “No confidential client or identifiable personal data may be entered into AI tools unless an approved, compliant system is in place and a DPIA has been completed”. HCPC has published no AI information for registrants yet (it said in July 2026 that it would this autumn), so this page does not say what HCPC requires about AI. RCSLT: Artificial intelligence (AI): principles for safe and ethical practice in speech and language therapy (PDF, May 2026; guidance for SLTs, not a replacement for HCPC or RCSLT standards). RCOT: Professional standards for occupational therapy practice (PDF, final, July 2026; occupational therapists). BPS: Qualifications guidance on the responsible use of AI (1 April 2026; written for BPS Qualifications trainees, supervisors and assessors, not a standard for all psychologists in practice). HCPC news, 23 July 2026: new research into the use of artificial intelligence within health and care professions (says AI information for registrants is due “this autumn”).
- The ICO says: “‘data concerning health’ means personal data related to the physical or mental health of a natural person, including the provision of health care services, which reveal information about his or her health status”. In practice a child’s name tied to a therapy service on an invoice is likely to be health information. ICO: what is special category data? (UK).
- The ICO says children “merit specific protection when you handle their personal information because they may be less aware of the risks involved.” ICO: using children’s information, a guide (UK; last updated 15 May 2026).
- GOV.UK has a page on late commercial payments, interest and debt recovery. It is written for commercial contracts: read it to see whether it covers your customer, because a parent paying privately is a consumer and the page may not apply to them. Check your own terms and take advice before you quote any charge. GOV.UK: late commercial payments, charging interest and debt recovery (UK).
- A payment reminder to a parent or school is not a marketing email; if you add any promotion, PECR applies and the ICO’s page on electronic mail marketing explains the rules. ICO: electronic mail marketing (PECR, UK).
- Practitioner voice, attributed: an OT practice owner’s LinkedIn post (4 September 2025) mentions “the sleepless nights when it comes to the end of the month not knowing when invoices are going to drop”, and a speech and language therapist’s practice blog (23 May 2023) names sending invoices and chasing up late payments among slow admin tasks. Aaron Craven (OT4life), LinkedIn post: “From job to OT practice in 2 years”, 4 September 2025 (an OT practice owner’s own post; LinkedIn may ask you to sign in). TalkCoach (Kezia Lawson), blog: how to reduce overwhelm and prevent burnout as a speech and language therapist running your own private practice, 23 May 2023 (the blog’s author offers supervision and coaching, and the page says she may receive a small commission on WriteUpp links).
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑