Reminders for overdue payments

Purpose

1. Automate detection of overdue payments for occupational health service invoices and systematically initiate reminders to clients or insurers, reducing manual monitoring, automating communication, boosting collections, and maintaining steady cash flow.

2. Automated reminders reduce payment delays, enhance follow-up efficiency, enforce payment terms, mitigate errors, and automate escalations for chronic overdue accounts, ensuring a proactive automated collections process.

3. Enables occupational health administrators to offload repetitive payment chasing via an automated system that operates across communication channels (SMS, email, voice, WhatsApp), fully integrating with billing and EMR systems to keep outreach consistent, compliant, and traceable.

Trigger Conditions

1. Automated trigger on invoice status marked as “overdue” after due date in billing systems.

2. Trigger on status updates within EMR or practice management platforms, reflecting overdue amounts.

3. Manual trigger for custom or exceptional reminders via API endpoint (for flagged accounts).

4. Trigger on recurring schedule (e.g., daily batch scan of overdue ledger).

5. Trigger from banking/payment gateway upon failed/returned payments.

Platform variants

1. Twilio (API: Messages, Programmable Voice)

• Feature/Setting: Automate SMS or automated voice call dispatch to overdue payers; configure with schedule and dynamic message templates (sample: POST to /Messages API with invoice detail merge fields).
  

2. SendGrid (API: Mail Send)

• Feature/Setting: Automating email reminders with rich HTML templates, tracked delivery; configure “Mail Send” API with dynamic content and automated batch calls.
  

3. Slack (API: chat.postMessage)

• Feature/Setting: Automate notification to internal finance channels when accounts are overdue; configure webhook or /chat.postMessage with account data.
  

4. Gmail (API: Gmail API - Users.messages.send)

• Feature/Setting: Automate sending personalized emails from official account; configure via OAuth and automated message assembly with overdue fields.
  

5. Outlook 365 (API: SendMail)

• Feature/Setting: Automate formal reminder emails; script via /SendMail endpoint to dispatch emails with invoice attachments.
  

6. WhatsApp Business (API: Messages Endpoint)

• Feature/Setting: Automate WhatsApp overdue payment reminders using pre-approved templates, authenticated via WhatsApp Business API.
  

7. Salesforce (Workflow Rules/Process Builder/Flow/REST API)

• Feature/Setting: Automates triggering tasks, reminders, and emails when payment fields meet overdue criteria; configure automation via Flow or API triggers.
  

8. QuickBooks Online (API: Invoice + Payment Status Webhooks)

• Feature/Setting: Automate pulling overdue invoice lists; configure webhooks to trigger reminders on due status changes.
  

9. Xero (API: GET Invoices, POST Email)

• Feature/Setting: Automate scan for overdue invoices and dispatch reminders directly via Xero’s email automation APIs.
  

10. Zoho Books (API: Webhooks, POST Reminders)

• Feature/Setting: Configure automator to trigger notifications whenever invoice status enters “overdue”; use Reminders API.
  

11. Zapier (Action: Send Email/SMS/Slack/Etc)

• Feature/Setting: Automate multi-channel reminders by chaining triggers and actions without code; configure using web UI automations.
  

12. Mailgun (API: /messages)

• Feature/Setting: Automating personalized email reminders via API; script POST to /messages with dynamic content.
  

13. FreshBooks (API: Invoice Events)

• Feature/Setting: Automate detection of overdue statuses and trigger reminders via API or FreshBooks Workflows.
  

14. Stripe (API: Events/Webhooks - Invoice.payment_failed)

• Feature/Setting: Automate detection of failed/overdue subscriptions/invoices, trigger user-facing reminders via scripted webhook processor.
  

15. Pipedrive (API: Deal Stage/Activity, Automation)

• Feature/Setting: Automate internal reminders for finance teams to follow up on late payers; configure workflow automations for overdue stages.
  

16. Trello (Butler Automation, Webhooks)

• Feature/Setting: Automate card movement or comment when linked client payment is overdue, notifying team members.
  

17. ClickSend (API: SMS, Email)

• Feature/Setting: Automate SMS and email reminders by sending POST to /v3/sms/send or /v3/email/send with overdue invoice data.
  

18. HubSpot (Workflows/Workflow Extensions/API)

• Feature/Setting: Automate email or call task generation for customer records with overdue invoices, via automation workflows.
  

19. Microsoft Teams (Webhook/Graph API)

• Feature/Setting: Automate finance team alerts for new overdue payments through webhook triggers with message cards.
  

20. Monday.com (Automations/API + Email Integration)

• Feature/Setting: Automate status change automations and notification emails for overdue invoice items with custom column logic.
  

21. Intercom (Auto Message API)

• Feature/Setting: Automate in-app messages or emails to clients as soon as invoices become overdue; configure with API webhook event.
  

22. ActiveCampaign (Automation Builder/API: /api/3/contactAutomations)

• Feature/Setting: Automate multichannel nudge sequences for overdue payers via email, SMS; configure via Automation Builder logic.
  

23. Google Calendar (API: Events.insert, Notifications)

• Feature/Setting: Automate finance team reminders as calendar events or email reminders scheduled on due/overdue dates.
  

24. Airtable (Automation Scripts, Webhooks)

• Feature/Setting: Automate tracking of overdue payments, trigger email/SMS automations using customized webhook automator scripts.
  

Benefits

1. Streamlines the follow-up process by automating multi-channel reminders.

2. Reduces manual intervention, freeing administrative re­sources and minimizing payment lags.

3. Automates persistent outreach, lowers days sales outstanding (DSO), and improves collection rates.

4. Ensures consistency and accuracy in communications, supporting financial compliance and auditability.

5. Enables scalable, auditable, automated follow-up for multiple overdue payer accounts—including escalation options—empowering proactive financial management in occupational health organizations.