Outstanding balance follow-up and reminders

Purpose

1.1. Automate the process of following up with clients who have outstanding balances to improve cash flow and minimize manual administrative effort.
1.2. Automating reminders ensures that no unpaid invoices are overlooked, reduces human error, and keeps the practitioner focused on core therapy activities.
1.3. The automation works across SMS, email, and phone, connecting EHR/payment systems with communication platforms for streamlined, automated outreach.
1.4. The solution stores interaction logs and updates payment status automatically in the billing platform upon payment receipt.

Trigger Conditions

2.1. Automatedly triggered when an invoice due date passes without payment.
2.2. Automation begins after a specified number of days overdue (e.g., 3, 7, 14 days).
2.3. Additional triggers: partial payments, bounced reminders, repeated non-responses, or configurable thresholds.
2.4. Optionally triggered after manual override or status update in billing system.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate SMS reminders via Programmable Messaging; configure trigger to fire on unpaid invoice event, using client phone number.

3.2. SendGrid
• Feature/Setting: Automates scheduling and sending templated payment reminder emails via Send Email API with dynamic merge fields for client/account info.

3.3. Outlook 365
• Feature/Setting: Automate sending Outlook emails via Graph API; set up emails dispatched upon invoice status change.

3.4. Gmail
• Feature/Setting: Automate email sending with Gmail API; authenticated workflow for direct reminders using draft email templates.

3.5. Slack
• Feature/Setting: Automate posting alerts to dedicated channels or DMs via Slack API to inform staff about overdue balances.

3.6. Microsoft Teams
• Feature/Setting: Integrate via Teams API to post automated follow-up tasks or reminders for internal staff follow-up on outstanding balances.

3.7. QuickBooks Online
• Feature/Setting: Webhooks trigger automation; configure automated reminder emails via QuickBooks API when invoices remain unpaid after X days.

3.8. Xero
• Feature/Setting: Automates payment reminders using the Invoices API, setting up event-based automation for overdue invoices.

3.9. Square
• Feature/Setting: Automate reminder messages using Invoices API and custom webhook triggers for outstanding balances.

3.10. Stripe
• Feature/Setting: Automates overdue reminders through Stripe Billing webhook and Email or SMS trigger when payment fails or expires.

3.11. FreshBooks
• Feature/Setting: Automated reminder workflows using Invoice Events API to trigger email/SMS reminder actions.

3.12. Calendly
• Feature/Setting: Automate post-appointment unpaid balance check via API-triggered reminders.

3.13. Zapier
• Feature/Setting: Multi-platform automation connecting billing, communication and CRM tools with a visual interface.

3.14. Pipedrive
• Feature/Setting: Automates task assignment or email reminders using Activity API when client owed balance is detected.

3.15. HubSpot
• Feature/Setting: Automated workflows to email overdue payment reminders and create follow-up tasks using Workflow Automations.

3.16. Salesforce
• Feature/Setting: Automate reminders via Process Builder; trigger on overdue payment status in contact/account record.

3.17. Intercom
• Feature/Setting: Automate live chat or bot message sent to clients with outstanding balances using Intercom Messaging API.

3.18. Mailgun
• Feature/Setting: Automate transactional email reminders via the Sending API with dynamic schedule based on invoice data.

3.19. WhatsApp Business API
• Feature/Setting: Automate WhatsApp payment reminders with templated messages, API triggers on overdue events.

3.20. Telegram Bot API
• Feature/Setting: Send automatedly Telegram DMs via Bot API for outstanding balance reminders with interactive payment links.

3.21. Zoho Books
• Feature/Setting: Automate reminders with Email Notification Settings and Workflow Rules for invoices marked as overdue.

3.22. RingCentral
• Feature/Setting: Automate voice call reminders via programmable voice or SMS API triggers based on aged receivable status.

Benefits

4.1. Automates follow-up, reducing manual work and human error in billing.
4.2. Automated reminders help accelerate payments and improve cash flow.
4.3. Automation ensures consistency and timely outreach, even for large client lists.
4.4. Automating logging and status updates enhances billing transparency and record-keeping.
4.5. Easily scalable; automation adapts as the client base or invoicing needs grow.