Alerts for late or missed payments

Purpose

1.1. To instantly notify accounting school staff, students, or guardians about late or missed tuition or fee payments, reducing manual monitoring, preventing overlooked balances, enhancing payment compliance, supporting clear communication, and reinforcing financial discipline internally and externally.

Trigger Conditions

2.1. Invoice due date passes with unpaid status.
2.2. Payment partially received and outstanding balance remains.
2.3. Payment marked as failed by payment gateway provider.
2.4. Student profile status set as “at risk” due to repeated missed payments.
2.5. Specific days overdue (e.g., 3/7/14 days after due date).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Send automated SMS (“Payment overdue for Invoice #1234...”) via Twilio’s Messaging API; Use trigger node linked to payment database.
3.2. SendGrid
• Feature/Setting: Send templated email alert using SendGrid’s “Send Email” API endpoint; Connect to overdue payment logic.
3.3. Slack
• Feature/Setting: Post to finance/admin channel via Slack Incoming Webhooks; Customize message with student/payment details.
3.4. Microsoft Teams
• Feature/Setting: Automated card notification to selected Teams channel using “Incoming Webhook” URLs.
3.5. Gmail
• Feature/Setting: Auto-send standardized tracking emails to contacts with Gmail API’s “users.messages.send” function.
3.6. Outlook 365
• Feature/Setting: Use Microsoft Graph API to send mail when payment overdue detected in finance system.
3.7. WhatsApp Business API
• Feature/Setting: Deliver late notice to registered numbers using WhatsApp Business “messages” endpoint.
3.8. HubSpot CRM
• Feature/Setting: Create task for finance team or auto-send email with “Engagements API”.
3.9. Salesforce
• Feature/Setting: Trigger Chatter alert or email from Salesforce Flow based on invoice object status.
3.10. Zoho Books
• Feature/Setting: Configure Zoho Books “Webhook” to send payment reminders when invoices are overdue.
3.11. QuickBooks Online
• Feature/Setting: Use QuickBooks Online “Send Reminder” API or trigger third-party notification on late payment.
3.12. Xero
• Feature/Setting: Automate payment follow-up with Xero’s “Send Invoice Reminder” API endpoint.
3.13. Trello
• Feature/Setting: Create card in finance board with overdue info using Trello “Create Card” API.
3.14. Asana
• Feature/Setting: Automate new task to reach out, via Asana’s “Create Task” API endpoint on payment status change.
3.15. Monday.com
• Feature/Setting: Add item to action board automatically via Monday’s “Create Item” GraphQL mutation.
3.16. Pipedrive
• Feature/Setting: Update deal status/send custom alert using Pipedrive’s “Person Activity” API.
3.17. FreshBooks
• Feature/Setting: Configure and send email reminders via FreshBooks “Automatic Payment Reminder” API.
3.18. Wave
• Feature/Setting: set up Wave's “Send Invoice Reminder” webhook/action for overdue alerts.
3.19. Mailchimp
• Feature/Setting: Trigger email campaign to individuals or segments with Mailchimp “Transactional Email” API.
3.20. Zendesk
• Feature/Setting: Open support ticket or send alert using Zendesk “Create Ticket” API when late payment is logged.

Benefits

4.1. Drastically reduces manual monitoring and admin time.
4.2. Ensures proactive, consistent communication on overdue payments.
4.3. Reduces number of missed or forgotten fees, supporting school cash flow.
4.4. Customizable across multiple messaging channels, adapting to recipient preference.
4.5. Scalable—supports hundreds or thousands of notifications without extra effort.
4.6. Enables clear audit trail for financial compliance.
4.7. Promotes positive financial habits among students/clients.
4.8. Minimizes friction in financial operations between administration and payers.