Billing & PaymentsPurpose
1.2. Ensure timely communications via multi-channel messaging (SMS, email, voice, WhatsApp, push notifications).
1.3. Reduce administrative workload and late payment incidence through consistent, scalable reminders.
1.4. Provide audit trails for compliance and operational transparency.
1.5. Enhance client satisfaction by offering self-service payment options and clear instructions.
Trigger Conditions
2.2. Due date approaching within configurable time window (e.g., 7, 3, 1 day in advance).
2.3. Payment not received or marked as unpaid at due date.
2.4. Overdue status detected in payment ledger or client account.
2.5. Recurrence in accordance with payment schedule (monthly, bi-weekly, etc.).
Platform Variants
3.1. Twilio SMS
• Feature/Setting: Programmable Messaging API — Set automated SMS on invoice status change (sample: "Send message on POST-payment-status:unpaid").
3.2. SendGrid
• Feature/Setting: Dynamic Transactional Templates — Trigger email reminder using Event Webhook on "invoice_due" event.
3.3. Stripe
• Feature/Setting: Billing API — Use “upcoming.invoice” or “invoice.payment_failed” webhook to initiate reminder.
3.4. PayPal
• Feature/Setting: Invoicing API — Leverage "remind_invoice" endpoint when invoice remains unpaid after X days.
3.5. WhatsApp Business API
• Feature/Setting: Automated Message Templates — Send pre-approved reminders upon payment due trigger via API.
3.6. Gmail (via Google Workspace)
• Feature/Setting: Send Mail API — Automate scheduled email reminders using Apps Script trigger on Google Sheets update.
3.7. Outlook (Microsoft 365)
• Feature/Setting: Graph API / Mail.Send — Configure scheduled reminders for unpaid invoices through calendar or task triggers.
3.8. Slack
• Feature/Setting: Incoming Webhooks — Notify care coordinators or admins on overdue client payments.
3.9. Salesforce
• Feature/Setting: Process Builder with Email Alerts — Fire reminders when "Payment Due" status is updated.
3.10. QuickBooks Online
• Feature/Setting: Automation API — Use “invoice/reminder” trigger to automate email or SMS reminders.
3.11. Xero
• Feature/Setting: Invoices Endpoint — Automatically send reminders with "GET /invoices" status-check and "POST /emails".
3.12. Zoho Books
• Feature/Setting: Workflow Rules — Custom schedule on "Invoice Created", "Due Date" for in-app and email reminders.
3.13. HubSpot
• Feature/Setting: Workflow Automation — Workflow triggers on deal stage "Awaiting Payment"; launches email/SMS reminder.
3.14. Mailgun
• Feature/Setting: Sending API — Automate multi-stage reminder sequences based on invoice status webhook.
3.15. FreshBooks
• Feature/Setting: Automated Reminders — Built-in scheduler for “n days before due, on due, and after due”.
3.16. Monday.com
• Feature/Setting: Automations — Set recurring notifications based on “Due Date” column in payment tracking board.
3.17. Pipedrive
• Feature/Setting: Workflow Automation — Custom triggers for payment stage; auto-email or task creation.
3.18. Zoho CRM
• Feature/Setting: Custom Functions — Trigger email/SMS reminder based on “Payment Due” date field.
3.19. Intercom
• Feature/Setting: Automated Messages — Send in-app/push/email based on "Payment Due" attribute.
3.20. Zapier
• Feature/Setting: Multi-step Zap — Link billing system to communication channels (“if invoice status=unpaid, send reminder via SMS or email”).
Benefits
4.2. Minimizes manual intervention, saving administrative hours.
4.3. Increases cash flow predictability for care providers.
4.4. Enhances compliance and recordkeeping with automated logs and audit trails.
4.5. Scales with client volume without additional staffing overhead.