Payment reminders and overdue notifications

Purpose

1.1. Ensure timely client payments by automating reminders for upcoming, due, and overdue invoices using multiple digital channels.
1.2. Minimize manual follow-ups, improve cash flow, and maintain professionalism in billing operations.
1.3. Support compliance by documenting all reminder and notification interactions.
1.4. Reduce administrative workload and mitigate payment delays via scalable, repeatable alert processes across platforms.

Trigger Conditions

2.1. Invoice issuance with defined payment terms.
2.2. Invoice approaching due date (e.g., 7, 3, or 1 day(s) before due).
2.3. Invoice status changes to overdue (immediate or after specific grace period).
2.4. Partial payment received or payment plan installment due.
2.5. Failed payment notification received from payment gateway.
2.6. Manual staff override for additional reminders.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API; configure message templates and schedule reminders using the SendMessage endpoint.
3.2. SendGrid
• Feature/Setting: Transactional email API; set up single-send emails and event webhook for delivery status.
3.3. Mailgun
• Feature/Setting: Send API; automate late notice emails, configure event tracking for opens/clicks.
3.4. Slack
• Feature/Setting: Incoming Webhooks; post invoice alerts to internal channels for action/escalation.
3.5. Microsoft Teams
• Feature/Setting: Connector webhook; send automated reminders to internal or client channels.
3.6. WhatsApp Business API
• Feature/Setting: Message Templates; preset overdue notifications, schedule via sendMessage endpoint.
3.7. Stripe
• Feature/Setting: Invoice webhook events (upcoming, due, overdue); trigger reminders via REST API.
3.8. Xero
• Feature/Setting: Invoice and Payment APIs; status monitoring with automated email triggers.
3.9. QuickBooks Online
• Feature/Setting: Invoice API; configure payment reminders with Automation Rules.
3.10. FreshBooks
• Feature/Setting: Automated late payment email via Notifications API.
3.11. PayPal
• Feature/Setting: Invoice Webhooks; send notification emails/SMS when invoices are unpaid.
3.12. Gmail
• Feature/Setting: Scheduled email via Gmail API; auto-personalize reminder subjects and body content.
3.13. Outlook
• Feature/Setting: Office 365 Mail Send API; schedule, personalize, and track payment reminders.
3.14. Pipedrive
• Feature/Setting: Activity Scheduler API; automate follow-up tasks and notifications for overdue deals.
3.15. Monday.com
• Feature/Setting: Automations; trigger reminders to external contacts on invoice status change.
3.16. Zoho Books
• Feature/Setting: Workflow Rule Automation; trigger late payment emails and in-app notifications.
3.17. HubSpot
• Feature/Setting: Workflow email sequences; auto-send reminders based on custom invoice property.
3.18. Salesforce
• Feature/Setting: Process Builder/Flow; configure workflow to trigger reminders and task assignments.
3.19. Trello
• Feature/Setting: Automation via Butler; create cards and reminders for overdue payments.
3.20. Asana
• Feature/Setting: Rules; auto-assign tasks and comment reminders for late invoices.
3.21. Intercom
• Feature/Setting: Automated message; set triggers for overdue payment messages via chat or email.
3.22. Zendesk
• Feature/Setting: Trigger-based email reminders from ticket status or invoice tags.
3.23. ActiveCampaign
• Feature/Setting: Automation builder; schedule multi-channel reminders based on payment status.
3.24. ClickSend
• Feature/Setting: SMS API; bulk schedule and personalize late payment alerts by mobile.

Benefits

4.1. Reduces late and missed payments by persistent, automated outreach across channels.
4.2. Limits labor costs and human error by replacing manual reminders.
4.3. Supports audit-tied documentation for every communication attempt.
4.4. Improves client relations by providing consistent, gentle reminders.
4.5. Enhances operational efficiency in the billing and administration process.