Automated payment reminders and overdue notices

Purpose

1.1. Automate the delivery of payment reminders and overdue notices for corporate finance teams in aluminum window companies to streamline accounts receivables, decrease DSO (Days Sales Outstanding), reduce manual workload, and improve cash flow.
1.2. Ensure that communications are sent on schedule via preferred customer channels (email, SMS, WhatsApp, etc.), recorded in the ERP/CRM, and include personalized details such as invoice amounts, due dates, payment links, and corporate branding.
1.3. Provide real-time updates to finance admins on status of reminders, track customer responses, and escalate overdue issues automatically according to pre-set policies.

Trigger Conditions

2.1. Invoice generated and due date is within set reminder windows (e.g., 7, 3, 1 day(s) before due).
2.2. Invoice status updated to unpaid past due date.
2.3. Customer requests payment link or overdue status via digital channel/contact form.
2.4. Scheduled batch runs (e.g., daily at 9am for all open items).
2.5. Status change in ERP/CRM, such as flag “send reminder” enabled by finance staff.

Platform Variants

3.1. Twilio (SMS/WhatsApp)
• Feature/Setting: Programmable Messaging API, configure ‘Send SMS’ with dynamic templates using {customer}, {amount}, {due_date}, {payment_link}.
3.2. SendGrid (Email)
• Feature/Setting: Transactional Email API, use ‘Dynamic Templates’ with placeholders for invoice data.
3.3. Salesforce
• Feature/Setting: Workflow Rules & Process Builder, trigger email alert and create ‘Task’ when invoice status = ‘Overdue’.
3.4. HubSpot
• Feature/Setting: Workflows, trigger marketing email when contact has open deal/invoice due or overdue.
3.5. Microsoft Dynamics 365
• Feature/Setting: Power Automate, trigger email/SMS on ‘Invoice Due’ field update.
3.6. Zoho Books
• Feature/Setting: Automation Rule, set up ‘Invoice Reminder’ workflow with custom schedule and message.
3.7. QuickBooks Online
• Feature/Setting: Custom reminders in ‘Settings’ → ‘Reminders’, with logic for days before/after due.
3.8. FreshBooks
• Feature/Setting: Automated Payment Reminders, enable under ‘Invoices’ → ‘Reminders’ tab.
3.9. Xero
• Feature/Setting: Email Reminders, turn on and customize intervals under ‘Invoice Settings’.
3.10. Pabbly Connect
• Feature/Setting: Multi-app workflow, use ‘Send Email’ + trigger from webhook (e.g., invoice overdue).
3.11. Slack
• Feature/Setting: Custom Bot via Slack API, send internal notifications for each newly overdue payment.
3.12. Google Workspace (Gmail)
• Feature/Setting: Google Apps Script, auto-send templated emails based on Google Sheets/Calendar triggers.
3.13. Outlook 365
• Feature/Setting: Automated Flows, use Power Automate with ‘Send Email’ action on flagged invoices.
3.14. SAP
• Feature/Setting: SAP Business Workflow, trigger payment reminder SAPScript/SmartForm for overdue.
3.15. Oracle NetSuite
• Feature/Setting: SuiteFlow, build workflow for overdue events to dispatch emails/SMS.
3.16. Mailgun
• Feature/Setting: API ‘Send Email’ with merge variables for personalization from invoice feed.
3.17. WhatsApp Business API
• Feature/Setting: Pre-approved message templates, send reminders with payment link and overdue amount.
3.18. Stripe
• Feature/Setting: Invoice Reminder Events via webhook, auto-send message when payment fails.
3.19. Pipefy
• Feature/Setting: Automation, connect ‘Invoice Status’ to ‘Send Email’ or ‘Send SMS’ card.
3.20. Monday.com
• Feature/Setting: Automations, trigger action when ‘due date reached’ in boards for invoice items.
3.21. Intercom
• Feature/Setting: Series, auto-send message when user tag = ‘overdue’ or custom attribute matched.
3.22. Zoho CRM
• Feature/Setting: Workflow rule, update status/send notification when ‘Invoice Due Date’ field is matched.

Benefits

4.1. Reduce overdue receivables and improve working capital.
4.2. Save time and eliminate errors versus manual follow-up.
4.3. Enhance customer communication consistency and professionalism.
4.4. Automate escalation and internal reporting for finance teams.
4.5. Enable timely cash flow forecasting and better financial analytics.
4.6. Support multi-channel reminders to ensure customer reach and response.