Payment status tracking and automated reminders for unpaid invoices

Purpose

1. Automate monitoring of payment status for invoices issued to emergency locksmith customers.

2. Automate detection of overdue payments to trigger reminders and reduce manual follow-up.

3. Enable automated, multi-channel communication for payment reminders (SMS, email, WhatsApp, push notifications).

4. Automate logging and escalation of unpaid invoices for continued tracking and collections actions.

5. Integrate automatable financial records with existing accounting, CRM, and ticketing systems for seamless workflow.

6. Improve cash flow using an automator to encourage prompt customer payment and document transaction history.

Trigger Conditions

1. New invoice created for locksmith services in billing system.

2. Payment due date approaching or surpassed without receipt of funds.

3. Status change in accounting software from "unpaid" to "paid".

4. Failed payment attempt or customer query flagged as invoice-related.

5. Pre-set intervals after invoice issue date for sending automated reminders (e.g., 1 day before due, on due date, 3 days overdue).

Platform Variants

1. Stripe

• Feature/Setting: Use "Invoice.payment_failed" and "Invoice.upcoming" webhooks to automate reminder triggers and status checks.
  

2. QuickBooks

• Feature/Setting: Configure "Invoice Status Changed" with QuickBooks API ("/v3/company/invoice") to automate payment checks and automator for reminders.
  

3. Xero

• Feature/Setting: Automate using the "GET /invoices" API endpoint and webhooks for invoice status updates.
  

4. FreshBooks

• Feature/Setting: Automate payment tracking with "Invoice Viewed" and "Invoice Paid" triggers via API or embedded automator for reminders.
  

5. Zoho Books

• Feature/Setting: Automatable custom workflows using "Invoice Overdue" alerts in Zoho Books API or workflow automation module.
  

6. Sage Intacct

• Feature/Setting: Automate via "AR Invoice Events" and scheduled automator tasks for overdue invoices.
  

7. Wave

• Feature/Setting: Use Wave's REST API to automate polling of invoice statuses and sending reminders through connected email/SMS.
  

8. PayPal

• Feature/Setting: Leverage "INVOICING.INVOICE.PAID" and "INVOICING.INVOICE.UNPAID" webhooks to automate reminders and payment status tracking.
  

9. Square

• Feature/Setting: Automate invoice status using Square's "Invoices API" and subscribe to invoice.updated webhooks.
  

10. Odoo

• Feature/Setting: Automated workflows utilizing "account.invoice" model triggers and Odoo's server actions for overdue reminders.
  

11. Twilio SMS

• Feature/Setting: Automate sending payment reminders using programmable SMS feature and "messages.create()" API call.
  

12. WhatsApp Business API

• Feature/Setting: Automatable templated message sending for invoice reminders with "messages/send" endpoint.
  

13. SendGrid

• Feature/Setting: Use automated email campaigns by configuring "Transactional Templates" and "Mail Send" API to remind about pending invoices.
  

14. Mailgun

• Feature/Setting: Automate sending of overdue invoice notifications via "messages" endpoint and delivery tracking events.
  

15. Microsoft Outlook API

• Feature/Setting: Automate sending of payment reminder emails using /sendmail endpoint and tracking customer opens with Microsoft Graph.
  

16. Gmail API

• Feature/Setting: Automatable scheduled sending of reminders using "messages.send" and "labels" endpoint for tracking.
  

17. Slack

• Feature/Setting: Automate sending internal overdue invoice alerts using "chat.postMessage" API for team notification.
  

18. HubSpot

• Feature/Setting: Use workflow automator to monitor deal/payment status fields for overdue invoices and trigger notifications.
  

19. Salesforce

• Feature/Setting: Automate invoice objects using Process Builder or Flow Builder to detect and remind on unpaid status.
  

20. Monday.com

• Feature/Setting: Automatable status column and timeline automator integration to manage payment status and schedule reminders.
  

Benefits

1. Automatedly reduces manual tracking effort and speeds up overdue invoice follow-up.

2. Automates cross-channel reminders—no missed reminders or delays.

3. Ensures all overdue cases are escalated and resolved using automated workflows.

4. Automates documentation of communications and payment status, improving auditing and compliance.

5. Automation enables higher recovery rates, better cash flow, and lower write-off risks.

6. Eliminates human error by automatically syncing payment status across platforms and reporting.