Late payment follow-up sequence

Purpose

1.1. Ensure acupuncturists receive timely payments by automating reminders and escalation for overdue invoices.
1.2. Reduce administrative burden, minimize manual follow-up, and maintain healthy client relationships via structured communications.
1.3. Systematically escalate late payment notifications from gentle reminders to firmer warnings, potentially leading to service suspension or external debt collection if unresolved.

Trigger Conditions

2.1. Invoice marked unpaid beyond a set due date in the practice management or billing platform.
2.2. Updated payment status triggers the cessation of follow-up sequence automatically.
2.3. Recurrence controlled by predefined intervals (e.g., 3, 7, 14 days after due date).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API — Configure sender, recipient, message content; trigger on invoice overdue status.
3.2. SendGrid
• Feature/Setting: Mail Send API — Automate personalized, scheduled late payment emails via templates and dynamic fields.
3.3. Google Sheets
• Feature/Setting: Sheets API — Monitor payment log; changes in "Paid" status trigger sequence.
3.4. QuickBooks Online
• Feature/Setting: Invoices API — Detect overdue invoices, initiate custom reminders or escalate via notes.
3.5. Xero
• Feature/Setting: Accounting API — Poll "invoices" endpoint, start alert workflow for late payments.
3.6. Zoho Books
• Feature/Setting: Invoice Module API — Automate overdue invoice detection and email sequence.
3.7. Mailchimp
• Feature/Setting: Email Automation — Trigger segmented campaign for late payers based on custom tags.
3.8. Slack
• Feature/Setting: Incoming Webhook — Send internal notifications to practitioner for persistent non-payment.
3.9. Pipedrive
• Feature/Setting: Activities API — Log follow-up activities, automate reminders for late payments.
3.10. Salesforce
• Feature/Setting: Workflow Rules — Automated case creation for late payment; track resolution.
3.11. FreshBooks
• Feature/Setting: Automated Reminders — Trigger scheduled payment reminders for unpaid invoices.
3.12. Wave
• Feature/Setting: Invoice API — Detect overdue status, send email reminders through integrated workflow.
3.13. Outlook 365
• Feature/Setting: Power Automate Flows — Trigger recurring reminder emails based on flagged invoices.
3.14. Gmail
• Feature/Setting: App Scripts/Labels — Filter unpaid invoice emails and schedule follow-up.
3.15. HubSpot
• Feature/Setting: Workflow Automation — Enroll contacts with overdue bills and send reminder sequence.
3.16. Monday.com
• Feature/Setting: Automations — Notify responsible staff and create late payment tasks upon trigger.
3.17. WhatsApp Business API
• Feature/Setting: Template Messages — Dispatch payment reminder templates when criteria met.
3.18. Zoho CRM
• Feature/Setting: Workflow Rules — Trigger reminders and tasks when invoice field marked overdue.
3.19. Stripe
• Feature/Setting: Webhooks — Catch failed payment events; initiate late payment protocol.
3.20. DocuSign
• Feature/Setting: Envelope Status Change — Notify/send reminder if payment signature completion is overdue.
3.21. PayPal
• Feature/Setting: IPN/Hooks — Monitor for unpaid invoices; send automated reminders.
3.22. Asana
• Feature/Setting: Task Automation — Create new late payment tasks and set due dates as reminders.

Benefits

4.1. Reduces unpaid invoices and administrative overhead for practitioners.
4.2. Preserves professional relationships by ensuring polite, timely reminders.
4.3. Frees up staff time and reduces errors associated with manual follow-ups.
4.4. Supports cash flow stability through proven, consistent collection methods.
4.5. Enables reporting and analysis of late payment trends for further process improvement.