Invoicing and payment collection follow-up

Purpose

1.1. Automate the end-to-end invoicing and payment collection follow-up workflows for Bar & Grill operations to ensure prompt payments, reduce administrative workload, lower overdue risks, and optimize cash flow.
1.2. Automatedly manage invoice creation, dispatch, reminders, reconciliation, escalation, and record-keeping, integrating with multiple payment and communication systems.
1.3. Automate repetitive finance administration tasks including invoice tracking, aging analysis, follow-up scheduling, and payment confirmation notifications to both staff and customers.

Trigger Conditions

2.1. Automated trigger upon creation of a new invoice in POS or accounting systems.
2.2. Automated reminders based on payment due date proximity (e.g., 7 days/2 days overdue).
2.3. Payment status automator detecting non-payment or failed payment attempts.
2.4. Customer interaction, such as clicking invoice link or updating payment details.
2.5. Automated escalation if payment not received after X attempts.

Platform Variants

3.1. QuickBooks Online
• Feature/Setting: Webhooks/API to automate new invoice detection and payment status updates.

3.2. Xero
• Feature/Setting: Invoice event API to trigger automatable notifications and reminders.

3.3. Stripe
• Feature/Setting: PaymentIntent/Invoice API to automate sending and following up on outstanding amounts.

3.4. Square
• Feature/Setting: Invoice API for automating invoice creation and automated follow-up reminders.

3.5. FreshBooks
• Feature/Setting: Event-based automation for new invoices and overdue status via API.

3.6. Zoho Books
• Feature/Setting: Automated workflows via Zoho Flow for invoice and payment reminders.

3.7. Sage Intacct
• Feature/Setting: Smart events for automated invoice and payment follow-ups.

3.8. Wave
• Feature/Setting: REST API for pulling invoice data and automating reminder emails.

3.9. PayPal Invoicing
• Feature/Setting: Invoicing API’s webhook for payment received/due dates.

3.10. Mailgun
• Feature/Setting: Email API to automate customized invoice reminders and escalation emails.

3.11. Twilio SMS
• Feature/Setting: Messaging API for automated SMS payment reminders.

3.12. WhatsApp Business API
• Feature/Setting: Automated payment reminders via WhatsApp messaging integration.

3.13. Slack
• Feature/Setting: Automated team notifications on payment status using incoming webhook.

3.14. Microsoft Teams
• Feature/Setting: Incoming webhook for automating finance team alerts.

3.15. HubSpot
• Feature/Setting: Deals/Invoices API for automating follow-ups as sequences.

3.16. Google Sheets
• Feature/Setting: Automated script/appsheet to track and escalate unpaid invoices.

3.17. Salesforce
• Feature/Setting: Process Builder/Flow automation for invoice and payment collection tasks.

3.18. Pabbly
• Feature/Setting: Automated invoice follow-up flows with webhook and email triggers.

3.19. SendGrid
• Feature/Setting: Automated email sequences for scheduled reminders and escalation.

3.20. Monday.com
• Feature/Setting: Automate invoice tracking and payment collection via board automator.

3.21. DocuSign
• Feature/Setting: Automated contract and invoice signature reminder flows.

3.22. Intercom
• Feature/Setting: Automated chat and email follow-up for overdue invoice support.

3.23. ClickSend
• Feature/Setting: SMS/email automation for personalized collection reminders.

Benefits

4.1. Accelerates cash-flow and automates manual finance tasks, reducing late payments.
4.2. Minimizes errors and human follow-up fatigue through end-to-end automation.
4.3. Centralizes, automates, and tracks all communication records on payment collection.
4.4. Scales with business growth — new automatable rules and systems added easily.
4.5. Enhances customer experience with timely, professional, and automated notifications.
4.6. Facilitates compliance and audit-readiness via automated logs and documentation.