Payment reminders to clients

Purpose

 1.1. Automated payment reminders ensure ABA therapy clients are alerted promptly about upcoming, overdue, or failed payments, reducing manual follow-up time for therapists and minimizing late payments.
 1.2. Provides a consistent, timely, and scalable communication method that adapts to payment statuses, supporting better cash flow management, compliance, and professional client engagement in therapy billing.

Trigger Conditions

 2.1. Invoice created and due date approaching (e.g., three days prior).
 2.2. Invoice overdue (e.g., day after due date).
 2.3. Payment failed or unable to process via selected method.
 2.4. Recurring subscription renewal failed.
 2.5. Partial payments detected but balance outstanding.

Platform Variants

 3.1. Twilio SMS
  • Function: Messaging API
  • Sample: Configure SMS trigger on payment status; set message body with client name, amount due, and payment link.
 3.2. SendGrid
  • Function: Mail Send API
  • Sample: Use dynamic templates for payment reminders; trigger on due/overdue conditions.
 3.3. Mailgun
  • Function: Messages API
  • Sample: Automated email sent via POST request with invoice and payment portal link.
 3.4. Slack
  • Function: Incoming Webhooks
  • Sample: Notify internal team channel when payment reminders are sent or overdue cases are escalated.
 3.5. Microsoft Teams
  • Function: Webhooks Connector
  • Sample: Post alert to billing group on overdue status change.
 3.6. HubSpot
  • Function: Workflows + Email/Task trigger
  • Sample: Auto-send follow-up email sequences on overdue invoices.
 3.7. Salesforce
  • Function: Process Builder/Flow Builder
  • Sample: Trigger alert and case creation when invoice is unpaid.
 3.8. Zoho CRM
  • Function: Workflow Rules
  • Sample: Send templated reminder email/SMS based on due date fields.
 3.9. QuickBooks Online
  • Function: Reminders API
  • Sample: Automate reminder email or SMS for unpaid invoices.
 3.10. FreshBooks
  • Function: Events API
  • Sample: Push notification and reminder email based on billing events.
 3.11. Stripe
  • Function: Billing Webhooks
  • Sample: On failed/overdue payment, send client notification.
 3.12. Square
  • Function: Invoices API + Webhooks
  • Sample: Trigger SMS/email via external messaging API on invoice status update.
 3.13. Xero
  • Function: Invoice Reminders
  • Sample: Schedule and personalize automated payment reminders.
 3.14. Gmail
  • Function: Send Email API (Google Workspace)
  • Sample: Trigger from Sheets or billing system to auto-email reminders.
 3.15. Outlook 365
  • Function: Mail Send API + Power Automate
  • Sample: Workflow for sending reminders based on invoice records.
 3.16. WhatsApp Business API
  • Function: Business Messaging
  • Sample: Set up automated payment reminder template messages.
 3.17. Telegram
  • Function: Bot API
  • Sample: Use scheduled messages to individual or group for billing alerts.
 3.18. Intercom
  • Function: Custom Bots/Outbound Messages
  • Sample: Targeted billing notifications in-app or via email.
 3.19. ActiveCampaign
  • Function: Automations
  • Sample: Reminders using behavior-based triggers and email/SMS.
 3.20. Monday.com
  • Function: Automations
  • Sample: Board triggers set to alert billing/contact person and client.
 3.21. Pipedrive
  • Function: Workflow Automation
  • Sample: Reminders for deals with unpaid invoices automatically emailed.

Benefits

 4.1. Reduces staff manual intervention, saving administrative time.
 4.2. Promotes regular payment compliance for therapy sessions.
 4.3. Customizes outreach via preferred client channels (SMS, email, chat).
 4.4. Provides auditable, scheduled records for compliance and client relations.
 4.5. Integrates with existing healthcare billing and EHR systems, supporting secure communication.