Payment reminders and overdue notice automation

Purpose

1.1. Automate timely reminders and overdue payment notifications to customers, reducing manual intervention, ensuring prompt collections, improving cash flow, avoiding disputes, and enabling efficient finance team operations in aluminum wholesale supply chains.

Trigger Conditions

2.1. Invoice generation with due date assigned.
2.2. Approaching due date, e.g., 3, 7, or 14 days before.
2.3. On due date arrival.
2.4. After due date lapses, at timed intervals (1, 7, 15, 30 days overdue).
2.5. Payment status change detection (payment received/partial payment).
2.6. Customer contact data available (email, SMS, WhatsApp).
2.7. Changes in customer risk profile or blacklisting status.

Platform Variants

3.1. Twilio (Programmable Messaging API)
• Configure messaging workflows to send SMS reminders and overdue alerts based on invoice status triggers.
• Sample config: Set API endpoint, set scheduled SMS with template, dynamic customer/invoice info.

3.2. SendGrid (Transactional Email API)
• Set automated email triggers for invoices nearing or past due date with personalized content.
• Sample config: Create dynamic templates, trigger from webhook on status update.

3.3. Slack (Incoming Webhooks or Workflow Builder)
• Send internal reminders to finance team channels about pending or overdue accounts.
• Sample config: Webhook URL, message structure with invoice data.

3.4. Salesforce (Process Builder/Flow + Email Alerts)
• Automate customer notification workflow via CRM email/SMS integration for receivables.
• Sample config: Trigger process on "Invoice Due" status, execute email/SMS action.

3.5. Microsoft Power Automate (Outlook/Teams Integration)
• Trigger automated reminders via Outlook email or Teams chats when invoices near/past due.
• Sample config: Flow trigger on SharePoint/Excel invoice updates, scheduled email send.

3.6. WhatsApp Business API
• Automate direct WhatsApp payment reminders with invoice links and overdue notices.
• Sample config: Register template messages, trigger via webhook/module.

3.7. QuickBooks Online (API Webhooks + Email/SMS Notification)
• Send automated reminders to customers for open or overdue invoices.
• Sample config: Use Events API, connect to notification action.

3.8. Xero (Invoice Reminders Feature, Webhooks)
• Enable and customize automated invoice reminder sequences.
• Sample config: Activate reminders, set days before/after due, template message.

3.9. Gmail (Apps Script or API)
• Automate bulk personalized emails to customers at various stages of invoice lifecycle.
• Sample config: Script to fetch overdue invoices, auto-send reminders.

3.10. FreshBooks (Automated Reminders Module)
• Schedule and customize email reminders for upcoming/overdue invoices.
• Sample config: Select invoice, choose email template, set recurrence.

3.11. SAP ERP (Fiori Notifications/Billing Workflow)
• Workflow-based outbound notifications to customer contacts for payment reminders.
• Sample config: Define business rule, schedule task to trigger reminder.

3.12. Zoho Books (Auto-reminders Setting)
• Activate automatic email/SMS reminders for due and overdue invoices.
• Sample config: Set interval, configure templates, activate per customer group.

3.13. HubSpot (Workflows + Email Sequence Automation)
• Use workflow automation to email payment reminders from CRM.
• Sample config: Enrollment trigger: invoice overdue, action: send email.

3.14. Mailgun (Transactional Email API)
• Configure API to send time-based reminders using templates and dynamic fields.
• Sample config: Template with variables, schedule POST requests per trigger.

3.15. Stripe (Billing Reminders + API Events)
• Set up reminders for subscription or invoice payments, process webhooks for overdue.
• Sample config: Activate reminders, set interval settings.

3.16. Pipedrive (Workflow Automation + Email Integration)
• Set up automation triggers based on deal/invoice dates to send payment reminders.
• Sample config: When field "invoice_due_date" is reached, send email.

3.17. Intercom (Outreach Campaigns, Messaging API)
• Send automated in-app, email, or SMS reminders to customers.
• Sample config: Campaign based on overdue logic, set audience segment.

3.18. Monday.com (Automations + Email Integration)
• Configure board automations to send reminders about payment status via email/SMS.
• Sample config: Status changed to overdue, notify email/messaging partner.

3.19. Zoho CRM (Workflow Rules + Mail Merge)
• Trigger reminders from CRM based on due/overdue invoice timeline.
• Sample config: Rule for "Date is overdue," then email action.

3.20. Google Calendar (Event Reminders with Email API)
• Create calendar events for finance staff with reminders for follow-up or customer contact.
• Sample config: Event for each due invoice, attached email notification.

Benefits

4.1. Increases receivables turnover rate, accelerates cash collection.
4.2. Minimizes manual errors and ensures consistency in communications.
4.3. Keeps all stakeholders informed (finance, sales, customers).
4.4. Frees up finance team’s time for higher value activities.
4.5. Reduces disputes and confusion by clear, regular communication.
4.6. Improves customer experience with prompt and professional reminders.
4.7. Supports compliance and documentation with automated audit trails.