Notifying of overdue invoices and following escalation procedures

Purpose

1. Automate the process of notifying clients about overdue invoices and enforce escalation procedures in art studios, ensuring timely payments, reducing manual follow-ups, and keeping financial workflows up to date.

2. Enhance cashflow management by automating reminders, late fee notices, and progressive escalations to management or legal teams if payments remain unsettled.

3. Ensure compliance with financial policies and contract terms through structured, consistent automation of accounts receivable procedures.

Trigger Conditions

1. Automated trigger when an invoice surpasses its due date by a specified number of days (e.g., 1 day, 7 days, 14 days, etc.).

2. Another automatable trigger—detected status change in the accounting system from “unpaid” to “overdue.”

3. Automated escalation triggers based on predefined thresholds or client non-responsiveness to prior notifications.

Platform variants

1. Twilio SMS

• Feature/Setting: Send SMS alerts via Twilio Programmable Messaging API to clients at each escalation step. Sample: Configure /Messages endpoint with dynamic client number, template, and escalation logic.
  

2. SendGrid

• Feature/Setting: Automate overdue invoice emails using SendGrid Mail Send API. Set up dynamic templates and schedule triggers for reminders, applying additional content on each escalation.
  

3. Slack

• Feature/Setting: Automated Slack notifications using Incoming Webhooks to alert internal finance or management channels about overdue invoices or escalation stages.
  

4. QuickBooks Online

• Feature/Setting: Automate pulling of invoice status via QuickBooks API (`/v3/company/invoice`) and trigger overdue workflows upon detection of past-due status.
  

5. Xero

• Feature/Setting: Automate polling Xero Invoices API (`GET /invoices`) for overdue invoices, and automate notifications and escalations through email/SMS.
  

6. Microsoft Teams

• Feature/Setting: Automated posting to Teams channels using the Teams API for overdue invoices, set with tags like #Urgent for escalated cases.
  

7. Gmail

• Feature/Setting: Automated sending of personalized overdue reminders using Gmail API (`/users/messages/send`), with dynamic escalation content.
  

8. Outlook 365

• Feature/Setting: Automate overdue invoice notifications and escalation emails using Microsoft Graph API (`/sendMail`) to target clients or managers.
  

9. Zoho Books

• Feature/Setting: Automated extraction and flagging of overdue invoices via Zoho Books API, followed by workflow-based email/SMS escalation.
  

10. HubSpot CRM

• Feature/Setting: Use Workflows & HubSpot API to automate follow-ups and internal escalations for overdue deals tagged as “invoice overdue.”
  

11. Salesforce

• Feature/Setting: Automate triggering of tasks, notifications, and escalations via Salesforce Process Builder and REST API on overdue invoice events.
  

12. Mailgun

• Feature/Setting: Automatically send escalation emails about overdue invoices with Mailgun Messages API; template and escalate per event type.
  

13. ClickSend

• Feature/Setting: Automated SMS and email reminders for overdue invoice escalation using ClickSend’s SMS and Email API, triggered by invoice aging.
  

14. Pipedrive

• Feature/Setting: Automate deal stage update and email notification via Pipedrive API (`/deals/:id`) when linked invoices go overdue.
  

15. Monday.com

• Feature/Setting: Automated item updates and notifications on project boards using Monday API, triggering escalation when finance item is overdue.
  

16. Trello

• Feature/Setting: Automation of card movements, due date labels, and Trello notifications (via Trello API) for overdue invoice workflows.
  

17. Asana

• Feature/Setting: Automated task creation and escalation notifications on overdue finance tasks using Asana API and custom fields.
  

18. Zoho CRM

• Feature/Setting: Automated email or task creation for follow-ups and escalation based on overdue invoices using Zoho CRM workflows.
  

19. Zapier Webhooks

• Feature/Setting: Automate custom notifications and escalations using Zapier Webhooks to route overdue invoice data to other systems/API endpoints.
  

20. DocuSign

• Feature/Setting: Automatedly trigger follow-ups for overdue payment requests attached to documents sent through DocuSign API, escalating notifications as needed.
  

21. Intercom

• Feature/Setting: Automatically send in-app messages or emails to clients on overdue status using Intercom API, escalating if invoices remain unpaid.
  

22. Microsoft Power Automate

• Feature/Setting: Automate complex conditional escalations for overdue invoices by linking finance systems, Outlook, Teams and SharePoint alerts.
  

23. Google Sheets

• Feature/Setting: Automated updating and flagging of overdue invoice status; trigger Google Apps Script for escalation email/SMS chains.
  

24. Stripe

• Feature/Setting: Automate overdue detection using Stripe API (`/v1/invoices`) and trigger notifications via email, SMS, or webhook to escalate accordingly.
  

Benefits

1. Automatedly reduces manual workload and chance of human error.

2. Automates faster and more consistent payment collections.

3. Automating escalation ensures compliance and legal risk management.

4. Streamlines communication between finance and management via automation.

5. Enables scalable, audit-ready financial operations through automation.