Payment reminders and dunning sequences for overdue invoices

Purpose

1.1. Ensure timely payments by sending automated reminders to customers with overdue invoices.
1.2. Reduce manual follow-up effort in the finance department, optimize cash flow, and minimize instances of bad debt.
1.3. Track responses, escalate reminders, and launch structured dunning sequences when payment deadlines are not met.
1.4. Enable consistent, audit-ready documentation of all customer interactions related to overdue invoices.

Trigger Conditions

2.1. Invoice status changes to “Overdue” in ERP or accounting system.
2.2. Predefined days after invoice due date (e.g., 1, 7, 14, 30 days).
2.3. Customer does not respond to previous reminder.
2.4. Payment received, marking sequence completion or abort.
2.5. Manual override by finance team (case-by-case escalation).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable Messaging API; set recipient as customer mobile, message body with invoice reference and payment instructions.

3.2. SendGrid
• Feature/Setting: Mail Send API; configure dynamic templates, include invoice link, send to contact email on file.

3.3. Microsoft Teams
• Feature/Setting: Incoming Webhook; post notification to finance channel when reminder sequence triggers/escalates.

3.4. Salesforce
• Feature/Setting: Process Builder/Flow; define when “Invoice Overdue” triggers auto-email to contact record.

3.5. QuickBooks Online
• Feature/Setting: Invoice API; monitor overdue status, trigger workflow to send reminders and log activity.

3.6. Xero
• Feature/Setting: Invoice Events Webhook; initiates reminder based on overdue status change.

3.7. Stripe
• Feature/Setting: Billing Invoices API; configure automatic or manual reminders and dunning actions for overdue invoices.

3.8. Zoho Books
• Feature/Setting: Automation Workflow Rules; schedule reminder emails or SMS when invoices overdue.

3.9. SAP Business One
• Feature/Setting: Alerts & Approvals; configure system alert when specified days past due date are reached.

3.10. Mailgun
• Feature/Setting: Messages API; send transactional overdue invoice reminders with custom logic.

3.11. HubSpot
• Feature/Setting: Workflows; trigger personalized sequences to contacts with open overdue invoices.

3.12. FreshBooks
• Feature/Setting: Automatic Payment Reminders; select intervals and customize email templates.

3.13. Slack
• Feature/Setting: Incoming Webhooks; send notifications to internal billing teams on overdue customer list updates.

3.14. Google Calendar
• Feature/Setting: API Event Creation; schedule follow-up task/reminder for finance manager per overdue invoice.

3.15. Monday.com
• Feature/Setting: Automations; create a board item or task when payment not received after reminder.

3.16. Zendesk
• Feature/Setting: Trigger Automation; open a ticket when an overdue invoice sequence reaches escalation.

3.17. ActiveCampaign
• Feature/Setting: Automated Campaigns; send series of dunning emails based on contact invoice status tag.

3.18. Pipedrive
• Feature/Setting: Workflow Automation; move invoice-related deals through late-payment stages.

3.19. Airtable
• Feature/Setting: Airtable Automations; update record and send email reminder when “Due Date” < today.

3.20. DocuSign
• Feature/Setting: Envelope Events; send reminder or escalate when overdue invoices involve contractually-backed payments.

3.21. Intercom
• Feature/Setting: Automated Messages; trigger message sequence based on customer invoice status.

3.22. NetSuite
• Feature/Setting: SuiteFlow Workflow; program email or call task escalation after X days overdue.

Benefits

4.1. Accelerates collections and reduces Days Sales Outstanding (DSO).
4.2. Frees up finance resources by replacing manual, repetitive tasks.
4.3. Increases accuracy of financial forecasts by reducing overdue receivables.
4.4. Maintains professional, consistent dunning communications.
4.5. Automates audit trails for compliance and internal controls.