Notification of payment discrepancies

Purpose

1.1. Reduce delayed financial reconciliations by alerting relevant staff when payment amounts do not match invoices in adult foster care billing.
1.2. Ensure rapid correction of underpayments or overpayments from funding agencies, guardians, or private payers.
1.3. Improve audit readiness and regulate cash flow by notifying managers, finance, and compliance teams instantly on detection of a payment discrepancy.
1.4. Enhance trust with clients and regulatory agencies through proactive issue resolution and documented notification trails.

Trigger Conditions

2.1. When posted payment amount diverges by any value or set percent from invoice total in the billing system.
2.2. If expected payment date passes without receipt.
2.3. Identification of duplicate payments or unallocated amounts in transaction ledgers.
2.4. Error flag from EHR, ERP, or accounting system for unmatched payments.

Platform variants

3.1. Twilio SMS
• Feature/Setting: API “Messages - Send Message”, configure destination phone, body template, trigger via webhook on discrepancy.
3.2. SendGrid
• Feature/Setting: API “Mail Send”, set recipient, subject, and dynamic content for discrepancy reason, link to case.
3.3. Slack
• Feature/Setting: Incoming Webhooks, direct alert to #billing or #finance channel with JSON payload.
3.4. Microsoft Teams
• Feature/Setting: Webhook connector, configure actionable message with discrepancy details to a specific team.
3.5. Gmail API
• Feature/Setting: Users.messages.send, use HTML formatting for invoice and payment delta, define recipients from Active Directory.
3.6. Zapier
• Feature/Setting: “Email by Zapier” or “SMS by Zapier” steps, trigger on new error in billing app, customize distribution list.
3.7. Salesforce
• Feature/Setting: Process Builder “Send Email Alert”, add event-based automation for Billing record discrepancy.
3.8. Zoho CRM
• Feature/Setting: Workflow Rules, trigger “SendMail” action on invoice record trigger conditions.
3.9. QuickBooks Online
• Feature/Setting: Webhooks, use “invoice.payment” events and compare amounts, POST to notification logic.
3.10. Xero
• Feature/Setting: “GET Invoices” API and “GET Payments”, compare then call notification webhook if mismatch.
3.11. FreshBooks
• Feature/Setting: Event webhook for Payments and Invoices; configure endpoint to send alerts if discrepancy flagged.
3.12. Mailgun
• Feature/Setting: “Messages API”, deliver dynamic content to recipients, pass token for audit.
3.13. PagerDuty
• Feature/Setting: Events API v2 “Send Alert”, route as incident to finance escalation policy.
3.14. Monday.com
• Feature/Setting: Automation “When status changes”, trigger “notify” on billing item marked “discrepant”.
3.15. Asana
• Feature/Setting: Rules, create task or comment with notification in “Billing Exceptions” project.
3.16. Jira
• Feature/Setting: Automation rule to create Issue of type “Payment Discrepancy”, notify billing group.
3.17. Trello
• Feature/Setting: Butler automation, send email or Slack message when card moved to “Discrepancy” list.
3.18. Outlook/Office 365
• Feature/Setting: Power Automate flow, trigger on new flagged payment in Excel or SharePoint, send email alert.
3.19. Intercom
• Feature/Setting: Conversations API, create message to assigned team on discrepancy event.
3.20. Zendesk
• Feature/Setting: Ticket creation via API, assign to Finance, auto-populate discrepancy details.

Benefits

4.1. Minimizes delayed corrections by prompt escalation to responsible parties.
4.2. Reduces labor via automatic monitoring and notification, freeing finance resources.
4.3. Improves compliance with audit and Medicaid requirements in the care industry.
4.4. Provides clear documentation for every event, aiding investigations and trust.
4.5. Supports customizable notifications for urgency, hierarchy, and multi-team collaboration.