Automated accounts receivable follow-up

Purpose

1.1. Automate proactive follow-up on outstanding receivables, sending scheduled reminders and escalations to ensure timely cash flow, reduce manual workload, and improve collections.
1.2. Integrate with accounting, email, SMS, and internal messaging platforms for personalized and scalable communication.
1.3. Track, log, and escalate overdue invoices to management or external collection, ensuring full auditability and regulatory compliance.
1.4. Provide real-time updates to finance dashboards and alert teams to high-risk accounts for swift intervention.

Trigger Conditions

2.1. Invoice status is “outstanding” and exceeds specified days-past-due threshold (e.g., 7, 14, 30 days).
2.2. Payment not received/recorded via accounting system API.
2.3. Manual trigger by finance for select accounts needing follow-up.
2.4. Returned/failed bank transaction for previously scheduled payment.

Platform Variants

3.1. Salesforce
• Feature/Setting: Use “Process Builder” to trigger follow-up emails based on overdue Invoice__c objects.
3.2. Xero
• Function: “Invoices API” – GET overdue invoices, POST reminders via connected email.
3.3. QuickBooks Online
• Function: “Invoice API” – Retrieve unpaid invoices, create custom reminder emails.
3.4. Microsoft Dynamics 365
• Feature: “Power Automate” flow set to trigger on invoice due-date field.
3.5. SAP S/4HANA
• API: “Receivables Management API” for querying payment status, triggering outbound communication.
3.6. NetSuite
• SuiteScript: Scheduled script to email reminders for AR records with Overdue status.
3.7. Oracle ERP Cloud
• REST API: Schedule “Receivables Invoices” API for monitoring and triggering notifications.
3.8. FreshBooks
• API: Use “invoice.list” with filters; send client reminder through notifications endpoint.
3.9. Zoho Books
• API: “GET Invoices overdue”; trigger “Send Reminder” on each overdue invoice.
3.10. Monday.com
• Automation: Custom workflow when AR item moves to “Overdue” status; auto-send update/email.
3.11. Slack
• Feature: Incoming Webhooks to notify finance channel when major accounts pass due date.
3.12. Google Sheets
• Google Apps Script: Schedule script to scan for overdue entries and send reminder emails.
3.13. Mailgun
• Feature: “Messages API” to auto-send payment reminders using dynamic templates.
3.14. SendGrid
• Feature: “Transactional Mail Send API” for batch email reminders based on triggered data.
3.15. Twilio SMS
• Feature: “Send Message API” to notify customers via SMS for overdue invoices.
3.16. Microsoft Teams
• Feature: “Webhook” to alert “Finance” or “AR” channels about at-risk accounts.
3.17. HubSpot
• Workflow: Automated task creation and sequence for email/SMS reminders on aging receivables.
3.18. Stripe
• API: “Invoice” endpoint to get unpaid invoices and trigger “Send Reminder.”
3.19. Pipedrive
• Workflow: Automation when deal marked unpaid after due date, fire notification.
3.20. Intercom
• API: “Messages” to send payment reminders to tagged customer segments.
3.21. Zendesk
• Trigger: Automated ticket creation and email/SMS reminder to customer for overdue payment.
3.22. Airtable
• Automation: Script blocks to email and flag overdue AR records automatically.
3.23. DocuSign
• Feature: “Envelope Events” – trigger reminders on signed contracts with unpaid status.
3.24. BambooHR
• Webhook: Notify HR or payroll teams when payroll-associated invoices are overdue.

Benefits

4.1. Accelerate collections by ensuring timely reminders and escalations without manual intervention.
4.2. Free finance staff to focus on complex cases, not routine follow-up.
4.3. Reduce days sales outstanding (DSO) and improve working capital.
4.4. Increase transparency and control by real-time logging and auditability.
4.5. Strengthen customer and partner relationships with professional, consistent communication.
4.6. Automatically escalate unresolved cases, reducing forgotten receivables.