Payment reminder emails and SMS for outstanding balances

Purpose

1. Automate payment reminder emails and SMS for outstanding balances specific to fish spa and pedicure service invoices.

2. Automatedly reduce late payments through timely and scheduled reminders, enhancing cash flow and ensuring customer accountability.

3. Automate individualized reminders based on invoice due dates, customer payment status, and recurring billing cycles.

4. Implement automation to escalate reminders: initial gentle nudge, urgent notification, and final demand if unpaid.

5. Integrate reminder automator processes with CRM, POS, and booking systems to ensure data flows and reminders are always current.

Trigger Conditions

1. Invoice status marked as “unpaid” or “overdue” in billing/management software.

2. Automatable pre-due, post-due, and recurring monthly triggers based on custom business rules.

3. Customer contact data (email/phone) is valid and present.

4. Absence of a received payment confirmation event triggers reminder automation.

Platform variants

1. Twilio SMS

• Feature/Setting: “Programmable Messaging.” Configure automated templates and schedule reminders to customer phone numbers.
  
• Sample: Set up SMS flow with programmable triggers pointing to billing status webhook/event.
  

2. SendGrid

• Feature/Setting: “Transactional Email API.” Automate email dispatch with merge fields for customer names, amounts, and due dates.
  
• Sample: Trigger dynamic templates via API when invoice remains unpaid after ‘n’ days.
  

3. Mailgun

• Feature/Setting: “Messages API.” Automatedly send payment due and overdue notifications using webhook triggers from invoice system.
  
• Sample: Use recipient variables to personalize each automation.
  

4. Stripe

• Feature/Setting: “Invoice Events Webhooks.” Automate reminders using payment_intent.created and invoice.payment_failed events.
  
• Sample: Set endpoint to fire automatable notifications on triggered event.
  

5. PayPal

• Feature/Setting: “Invoicing API + Webhooks.” Automated detection of overdue invoice triggers send email/SMS.
  
• Sample: Webhook POST triggers reminder automation in workflow.
  

6. Zoho Books

• Feature/Setting: “Workflow Rules.” Automates custom email/SMS reminders on invoice status change.
  
• Sample: Apply condition: status is ‘overdue’ → trigger automation.
  

7. QuickBooks Online

• Feature/Setting: “Workflows via API.” Automates sending emails/SMS reminders on trigger events.
  
• Sample: When Invoice.state == “Overdue”, automate reminder routine.
  

8. Xero

• Feature/Setting: “Invoice Reminders.” Automator for scheduling and customizing due and overdue reminder emails.
  
• Sample: Set schedule and template in Xero’s settings.
  

9. HubSpot

• Feature/Setting: “Workflows.” Automate reminders as part of workflow when deal stage = ‘payment pending.’
  
• Sample: Trigger marketing email or SMS integration from workflow.
  

10. Salesforce

• Feature/Setting: “Process Builder.” Automates reminders based on opportunity or invoice custom object status.
  
• Sample: Action: Send Email Alert, Send SMS alert (via external service).
  

11. Gmail

• Feature/Setting: “Apps Script + Triggers.” Automate sending custom payment reminders via script on spreadsheet update.
  
• Sample: When new unpaid entry added, automate send email function.
  

12. Outlook 365

• Feature/Setting: “Power Automate Flows.” Automate email reminders from payment data in Excel or SharePoint.
  
• Sample: Scheduled Cloud Flow runs daily, sending reminders for pending entries.
  

13. ClickSend

• Feature/Setting: “SMS API.” Automate messages triggered by external payment systems via HTTP requests.
  
• Sample: Invoice system posts to API with number and template.
  

14. Nexmo (Vonage)

• Feature/Setting: “SMS API.” Automated sending and reporting for scheduled reminders per customer/payee.
  
• Sample: API call script triggered on overdue event.
  

15. ActiveCampaign

• Feature/Setting: “Automations.” Automate reminder emails using tags indicating overdue status.
  
• Sample: Workflow triggers on tag “payment overdue.”
  

16. FreshBooks

• Feature/Setting: “Automatic Payment Reminders.” Enable automated reminders for unpaid invoices.
  
• Sample: Enable per client or per invoice, set timing.
  

17. Square

• Feature/Setting: “Invoices API + Notifications.” Automate email or SMS reminders on due/overdue status.
  
• Sample: API call triggers custom reminder message.
  

18. Slack

• Feature/Setting: “Incoming Webhooks.” Automate internal reminders to team for client follow-ups.
  
• Sample: Payment system posts late payment alert to dedicated channel.
  

19. Intercom

• Feature/Setting: “Outbound Messages.” Automator sends reminder emails or in-app notifications for outstanding balances.
  
• Sample: Trigger conditions based on invoice field status.
  

20. Telegram

• Feature/Setting: “Bot API.” Automate scheduled push notifications to clients or internal team on overdue payment events.
  
• Sample: Bot posts message to user chat using automate script.
  

Benefits

1. Automated, accurate, and timely reminders increase payment rates and reduce labor.

2. Automation reduces human error and ensures every client is notified without fail.

3. Automatedly escalates severity of reminders, improving debt collection outcomes.

4. Omnichannel reminder automator increases reach (email, SMS, chat, internal).

5. Scalability: Adds/removes clients automatically as database changes, requiring zero manual input post-setup.

6. Improved client satisfaction through professional, consistent, and non-intrusive collections process using automation.