Payment reminder emails to customers

Purpose

1.1. Automate delivery of timely payment reminder emails to customers with outstanding invoices.
1.2. Reduce late payments, enhance cash flow, and decrease manual administrative workload.
1.3. Ensure compliance with finance policies, maintain customer relationships, and provide a trackable history of communications.
1.4. Allow for personalized, scheduled, and recurring reminders tailored to payment terms for different buyers in the alcoholic beverage wholesale sector.

Trigger Conditions

2.1. Invoice status in accounts receivable marked as 'unpaid' after a configurable number of days post-due-date.
2.2. Scheduled daily/weekly batch review of due and overdue invoices.
2.3. Manual trigger via finance dashboard for urgent reminders.
2.4. Status change event from connected ERP or accounting platform indicating payment not received.

Platform Variants

3.1. Microsoft Outlook
• Feature/Setting: Use Microsoft Graph API 'sendMail' with dynamic recipient and template fields.
3.2. Gmail (Google Workspace)
• Feature/Setting: Gmail API 'users.messages.send'; populate recipient and message via invoice CRM field merge.
3.3. SendGrid
• Feature/Setting: Use 'Mail Send' API V3; attach dynamic personalization for invoice number and balance due.
3.4. Twilio SendGrid
• Feature/Setting: Configure 'Dynamic Transactional Templates' with variables injected from accounting system.
3.5. Mailgun
• Feature/Setting: Use 'Messages' API for automated email dispatch based on overdue list export.
3.6. Amazon SES
• Feature/Setting: 'SendEmail' API function with templated body and event source mapping to S3 or DynamoDB for invoice review.
3.7. Zoho Mail
• Feature/Setting: 'sendMail' API; merge tags for customer name and amount.
3.8. Salesforce
• Feature/Setting: Salesforce Flow automation; use 'Send Email' action mapped to overdue invoice trigger in Financial Services Cloud.
3.9. HubSpot
• Feature/Setting: Workflow-based automation; send 'Marketing Email' action on entered list segment.
3.10. Pipedrive
• Feature/Setting: 'Mail Message Send' endpoint, linked to invoice status change on connected deal.
3.11. QuickBooks Online
• Feature/Setting: Use 'Invoices' endpoint to list unpaid invoices; trigger 'SalesReceipt.send’ for reminders.
3.12. Xero
• Feature/Setting: 'Invoices' API GET for overdue filter, then trigger mail-to with invoice data.
3.13. FreshBooks
• Feature/Setting: 'Send Invoice Reminder' endpoint mapped to client and overdue invoice.
3.14. SAP Business One
• Feature/Setting: Use SAP Service Layer API; schedule job to send emails via SMTP relay.
3.15. Oracle NetSuite
• Feature/Setting: SuiteScript scheduled email sending with custom search for overdue transactions.
3.16. Odoo
• Feature/Setting: Automated Actions; trigger on overdue state, send using integrated mail template.
3.17. Stripe
• Feature/Setting: Configure 'Invoice.payment_failed’ webhook to trigger reminder via connected mail service API.
3.18. Square
• Feature/Setting: 'Invoices' API get, cross-reference status, and trigger custom notification via external SMTP or SMS.
3.19. Slack
• Feature/Setting: Use Slack API 'chat.postMessage' to notify internal accounts team of triggered reminders.
3.20. Monday.com
• Feature/Setting: Use board automation to trigger email when invoice status column is set to 'overdue'.
3.21. Intercom
• Feature/Setting: Use 'Send Email' via Intercom workflows to automate outreach on overdue financial status.
3.22. Zoho Books
• Feature/Setting: Configure automatic 'Payment Reminder' for specified days from invoice due date.

Benefits

4.1. Increases on-time payments, reducing outstanding receivables.
4.2. Minimizes manual work and risk of human error in follow-up communications.
4.3. Enhances cash flow stability for wholesalers of alcoholic beverages.
4.4. Preserves customer satisfaction through professional, non-intrusive communication.
4.5. Provides detailed audit trail for finance and compliance regulatory review.