Documentation & Administrative AutomationPurpose
1.2. Reduce late payments and improve cash flow by automating follow-ups based on invoice status.
1.3. Minimize manual admin work related to chasing unpaid invoices and documenting communication.
1.4. Ensure all reminder and notification history is logged for compliance and review.
Trigger Conditions
2.2. Invoice due date approaching (e.g., 7, 3, 1 day before).
2.3. Invoice status changes to overdue.
2.4. Partial payment received but balance remains overdue.
2.5. Client communication triggers (reply or payment dispute).
Platform Variants
3.1. Twilio SMS
• Feature/Setting: Twilio Messaging API — Configure SMS reminders with template (e.g., `/Messages` endpoint with dynamic merge tags for invoice details).
3.2. SendGrid
• Feature/Setting: Send Email API — Automated email schedules with personalized invoice reminders using `mail/send` endpoint.
3.3. Gmail API
• Feature/Setting: `Users.messages.send` — Programmatically send reminders from company's domain with subject and pre-filled body.
3.4. Outlook 365
• Feature/Setting: Microsoft Graph Mail API — Use `/me/sendMail` endpoint for calendar-based reminders as emails.
3.5. QuickBooks Online
• Feature/Setting: Webhooks and Invoice API — Trigger reminders when invoices are 5+ days overdue using `send` action in `Invoice` endpoint.
3.6. Xero
• Feature/Setting: Invoice Events API — Configure triggers upon invoice overdue event, then use `Email Invoice` automation.
3.7. Stripe
• Feature/Setting: Billing API, Subscription events — Detect overdue invoices, auto-email reminders via `POST /v1/invoices/{invoice}/send`.
3.8. FreshBooks
• Feature/Setting: Events & Reminders — Workflow rule triggers email or SMS on upcoming/overdue invoices via `invoices/` endpoints.
3.9. Zoho Books
• Feature/Setting: Automation rules — Use `invoice.reminder.send` and configure notification templates.
3.10. Wave Accounting
• Feature/Setting: Invoice Reminder Automation — Configure event schedules for reminders through the application or API.
3.11. Pipedrive
• Feature/Setting: Activities API — Set up scheduled task reminders tied to invoices, auto-email via workflow automation.
3.12. Slack
• Feature/Setting: Incoming Webhook — Push internal overdue notifications to finance channel when invoices pass the due date.
3.13. HubSpot
• Feature/Setting: Workflow Automation + Custom Properties — Use invoices property to trigger and send reminders from CRM.
3.14. Salesforce
• Feature/Setting: Process Builder or Flow — Auto-send payment reminders based on invoice status change within Opportunities.
3.15. Monday.com
• Feature/Setting: Automations Board — "When status is overdue, send email via Outlook/Teams."
3.16. Notion
• Feature/Setting: API integration — Automated page update for overdue tracker, Slack/email notification on status change.
3.17. Trello
• Feature/Setting: Butler automation — "Due date crossed" triggers email or Slack notification/card label for overdue.
3.18. SAP
• Feature/Setting: Business Workflow — Customized workflow for financial document status, automated reminder dispatch.
3.19. Odoo
• Feature/Setting: Automated Actions — Email/SMS reminder when invoice payment is late, via built-in messaging integration.
3.20. Mailgun
• Feature/Setting: Email API — Time-based reminders for overdue invoices, using scheduled API calls and mail merge templates.
3.21. Mailjet
• Feature/Setting: SMTP Relay & API — Automatically trigger invoice and payment alerts to customers via `Send API`.
3.22. WhatsApp Business API
• Feature/Setting: Notification templates for overdue, sent via `/messages` endpoint to customer’s number.
Benefits
4.2. Accelerates payment collection and improves cash flow for HVAC services.
4.3. Increases customer satisfaction with clear, consistent, and timely communication.
4.4. Creates a documented trail of reminders and responses for compliance verification.
4.5. Frees admin resources for higher-value tasks by automating repetitive follow-ups.
4.6. Enables scaling of operations with consistent reminder workflows despite business growth.