Payment reminders for customers and to suppliers

Purpose

1.1. Automates the end-to-end workflow for sending personalized payment reminders to customers with overdue invoices and scheduling reminders to suppliers for due payments.
1.2. Ensures prompt customer payments and maintains supplier relationships by automating account follow-ups and reducing the risk of missed or overdue transactions.
1.3. Centralizes communication for accounts receivable and payable, tracks automation history, and notifies relevant staff or management for escalations.
1.4. Integrates with ERP, CRM, and payment gateways to trigger reminders based on predefined business rules and actual invoice/payment status.

Trigger Conditions

2.1. Overdue invoice detected in accounting system after due date passes.
2.2. Scheduled reminder interval (e.g., 3, 7, 14 days after invoice date or before supplier payment due).
2.3. Manual trigger by finance team for immediate reminder automation.
2.4. Receipt of partial payment (triggers tailored reminder for the outstanding balance).
2.5. Status change in ERP/CRM or update via payment gateway webhook.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate SMS reminders via programmable messaging API; configure sender ID and message templates; e.g., POST to /Messages endpoint with due invoice data.
3.2. SendGrid
• Feature/Setting: Automation of email reminders using dynamic templates; setup Scheduled Send API with invoice fields; enable tracking for delivery and opens.
3.3. Outlook 365
• Feature/Setting: Automate email delivery via Microsoft Graph API; schedule sends; autofill variables from accounting software; configure mail.readwrite and mail.send permissions.
3.4. Gmail
• Feature/Setting: Send automated reminders via Gmail API; use messages.send function with invoice data payload; schedule via Google Apps Script triggers.
3.5. HubSpot
• Feature/Setting: Automate tasks and reminders via Workflow Automation; use “Send email” and “Create task” actions triggered from payment object status.
3.6. Salesforce
• Feature/Setting: Configure Process Builder or Flow Automation to auto-send reminders via email or SMS when payment status updates; connect with external gateway using Apex triggers.
3.7. QuickBooks
• Feature/Setting: Automate reminder emails via scheduled “Send Reminder” API; use webhooks to detect overdue invoices; customize outgoing template fields.
3.8. Xero
• Feature/Setting: Enable Automated Invoice Reminders; configure via Invoices API, setting up reminder schedules for “due soon” and “overdue”.
3.9. Zoho Books
• Feature/Setting: Automate reminders using “Invoice Reminder” settings; trigger workflows via Zoho API Issues endpoint; bulk schedule notification tasks.
3.10. SAP Business One
• Feature/Setting: Use Automated Payment Reminder service; trigger alerts via Service Layer API; custom email generation using report templates.
3.11. FreshBooks
• Feature/Setting: Automate reminders via auto-reminder setting; or custom via API post to /reminders endpoint.
3.12. Stripe
• Feature/Setting: Automate invoice and payment reminders using Invoice API; setup webhooks on payment_intent.created and invoice.payment_failed events.
3.13. Mailgun
• Feature/Setting: Use Scheduled Sends; automate email reminders via API, batch with recipient variables for personalization.
3.14. Slack
• Feature/Setting: Automate channel or direct message reminders using chat.postMessage API; trigger from payment event via Slackbot.
3.15. Telegram
• Feature/Setting: Automate sending reminders via Bot API; configure sendMessage for user chats or groups; trigger webhook from accounting system.
3.16. Monday.com
• Feature/Setting: Automate item status to trigger reminder notifications via Automations Center; configure integrations for email or SMS.
3.17. Trello
• Feature/Setting: Use Automation (Butler) feature; set due-date triggers to send reminders via email or webhook integration.
3.18. Pipedrive
• Feature/Setting: Automate activity creation and reminder emails/SMS using Workflow Automation; connect with payment status field.
3.19. Google Calendar
• Feature/Setting: Automate reminder creation using Calendar API; schedule event reminders with notes linked to invoice/payment.
3.20. WooCommerce
• Feature/Setting: Automate order/reminder emails using Actions Scheduler; integrate with reminder plugins via REST API for custom triggers.

Benefits

4.1. Automates repetitive reminder tasks for faster, consistent follow-up.
4.2. Reduces manual errors and the risk of late payment or supplier penalty.
4.3. Ensures automatable compliance with credit terms and payment agreements.
4.4. Frees up finance staff to focus on automator tasks and exceptions.
4.5. Accelerates cash flow, reducing outstanding receivables and improving working capital via automated reminders.
4.6. Improves customer and supplier satisfaction through professional, automatedly timed communication.
4.7. Complete audit trail of automated message history for dispute management and accountability.