Automated tracking of payment status

Purpose

1.1. Automate real-time monitoring of invoice payment status for adult foster care billing.
1.2. Detect unpaid, overdue, or cleared invoices without manual oversight.
1.3. Sync payment information across EHR, accounting, and management tools.
1.4. Notify staff and administrators about payment milestones or issues.
1.5. Enable transparent documentation for audits, compliance, and reporting.

Trigger Conditions

2.1. New invoice issued or payment due date reached.
2.2. Payment received or reconciled via payment processor.
2.3. Invoice marked overdue or status changed in EHR/accounting platforms.
2.4. Manual payment status update by staff.
2.5. Periodic billing cycle check (daily, weekly, or monthly).

Platform Variants

3.1. QuickBooks Online
• API: Webhooks → "Invoice updated"; configure endpoint to watch status field.
3.2. Xero
• Function: 'Invoices' → 'Get Invoice by Status'; polling for changes, set status="AUTHORISED"/"PAID".
3.3. Stripe
• API Event: 'invoice.payment_succeeded', 'invoice.payment_failed'; webhook setup in Developers > Webhooks.
3.4. FreshBooks
• API: "List Invoices" with status filters; scheduled pull for overdue/open invoices.
3.5. Zoho Books
• API: "Invoice Status Changed" event; subscribe for webhook notifications.
3.6. Sage Intacct
• Function: 'get_invoice' with filter for payment_status; schedule periodic checks.
3.7. Netsuite
• REST API: "Invoice" resource - watch for "status" field updates through saved search.
3.8. Salesforce
• Object: "Invoice" → Workflow Rule on "Status" field; outbound message trigger.
3.9. Microsoft Dynamics 365
• Entity: Invoice; use Power Automate to trigger on "Status Reason" change.
3.10. PayPal
• Webhook: EVENT_INVOICE_PAID, EVENT_INVOICE_CANCELLED; link to listener endpoint.
3.11. Bill.com
• API: "Get Bills"; status field set to "Paid"/"Unpaid"/"Overdue".
3.12. Oracle ERP Cloud
• Integration: Invoice REST API – trigger on "invoiceStatus" field.
3.13. Square
• Event: "invoice.paid", "invoice.payment_failed"; enable in Developer Dashboard.
3.14. Intuit Payment Solutions
• API: call “ListTransactions” filtered by "status".
3.15. Wave
• Webhook: Invoice status changes enabled in business settings.
3.16. SAP S/4HANA Cloud
• API: "Read Invoice" with filter 'DocumentStatus'; pull by schedule.
3.17. Epicor
• Service: InvoiceGetList; filter by status, automate polling.
3.18. MYOB
• API: "GET sale/invoice" with parameters for status; use webhooks if available.
3.19. QuickFile
• API: Invoice_GetStatement; poll for "PAID"/"UNPAID" markers.
3.20. Odoo
• XML-RPC/REST: fetch invoices where "state" in ['open','paid','cancelled'].
3.21. BambooHR (if tracking staff-performed billing)
• Webhook: monitor custom field change linked to invoice handling.
3.22. Trello
• Power-Up: Card move triggers; custom field for payment status updated, notification sent.

Benefits

4.1. Immediate awareness of payment issues or successful receipts.
4.2. Minimizes missed or delayed revenue due to manual tracking errors.
4.3. Enhances audit trail with automatic status change logs.
4.4. Frees staff time, increasing focus on care delivery.
4.5. Seamlessly integrates with reporting and compliance functions.