Payment reminders and overdue invoice chasers via email/SMS

Purpose

1.1. Automate payment reminders and overdue invoice chasers via email/SMS to reduce late payments, improve cash flow, and minimize manual intervention for corporate HVAC contractors in construction.
1.2. Automate initiating notifications based on invoice status, due dates, payment amounts, and customer segmentation, ensuring consistent financial communication.
1.3. Automate escalation of overdue invoices by increasing reminder frequency, integrating preferred contact channels, and customizing messages for B2B or B2C contexts.

Trigger Conditions

2.1. Invoice status in ERP or accounting software moves to “pending,” “due soon,” or “overdue.”
2.2. Payment not received X days after invoice issue date.
2.3. Scheduled trigger for recurring review of open receivables.
2.4. Customer record flag for “at-risk” or frequent late payment — triggers intensified automation sequence.
2.5. Successful or failed delivery status of previous reminders (for automating retries).

Platform Variants

3.1. Twilio
• Feature/Setting: Automate programmable SMS/WhatsApp API. Sample: POST to /Messages with dynamic customer phone and templated payment reminder content.

3.2. SendGrid
• Feature/Setting: Automation via transactional email API, configure /mail/send endpoint with overdue invoice email templates.

3.3. Mailgun
• Feature/Setting: Automate via Messages API (/messages), use variables for invoice details and recipient personalization.

3.4. Plivo
• Feature/Setting: SMS automation using Plivo Send Message API, map invoice triggers to SMS send events.

3.5. MessageBird
• Feature/Setting: Automate via SMS/Voice Messaging API, set up templates and contact flows for overdue invoices.

3.6. Salesforce
• Feature/Setting: Automate workflow/process builder for email or SMS reminders triggered by Opportunities or Custom Invoice Object status.

3.7. Zoho Books
• Feature/Setting: Configure automation rules for payment reminders, set triggers for overdue invoices, automate email delivery via configured templates.

3.8. QuickBooks Online
• Feature/Setting: Automate reminders using built-in workflows or via API (Invoice.send or PaymentReminder.create endpoints).

3.9. FreshBooks
• Feature/Setting: Automated payment reminders using “Automatic Reminders” setting; additionally, automate via webhooks to trigger external notifications.

3.10. Xero
• Feature/Setting: Automate reminders with invoice settings; enhance with Xero API (POST to /invoices/reminders endpoint).

3.11. Stripe
• Feature/Setting: Automate using the /invoices/upcoming and /invoices/overdue webhooks to transmit to external mailing/SMS service.

3.12. HubSpot
• Feature/Setting: Workflow-based email automation triggered by pipeline/payment status property changes.

3.13. Outlook 365
• Feature/Setting: Automate overdue notifications via Power Automate flows using mail connector actions (Send an email (V2)).

3.14. Google Workspace/Gmail
• Feature/Setting: Automate email reminders using Apps Script or API (users.messages.send) with dynamic templates.

3.15. Zoho CRM
• Feature/Setting: Automation rules/workflows to email/SMS reminders when invoices are overdue (Actions module).

3.16. SAP Business One
• Feature/Setting: Automate with Alerts/Approval Procedures and B1if APIs to send emails/SMS on overdue invoice triggers.

3.17. Sage Intacct
• Feature/Setting: Automated notifications via Smart Rules and Smart Events, configured to trigger email/SMS for aging invoices.

3.18. Pipedrive
• Feature/Setting: Workflow automations on deal stage or custom fields, triggering reminder emails/SMS via integrated apps.

3.19. ActiveCampaign
• Feature/Setting: Automate reminders using automations tied to list segment of overdue customers—multi-channel reminders.

3.20. Microsoft Dynamics 365
• Feature/Setting: Business process flows and Power Automate triggers on payment status; send reminder emails/SMS via connected channel APIs.

3.21. Intercom
• Feature/Setting: Automate invoice reminders as outbound messages/triggers based on customer attribute/payment status.

3.22. Slack (for internal reminders)
• Feature/Setting: Automate channel notifications or direct messages when aged invoices are detected via Webhooks/API.

Benefits

4.1. Automates billing cycle communications, reducing manual follow-ups and error-prone processes.
4.2. Automates escalation to appropriate finance or account managers when routine reminders fail.
4.3. Consolidates omnichannel reminders for higher payment rates and automates customer experience consistency.
4.4. Automator ensures compliance with credit control policies and automates audit trails of all communications.
4.5. Automatable approach, scalable across multi-site HVAC corporate operations, and automatedly enhances DSO metrics.