Automated payment reminders and collection workflows

Purpose

1.1. Automate sending payment reminders and tracking collections to reduce overdue receivables, streamline cash flow, enable real-time visibility, and ensure consistent communication with clients in equipment export trade.
1.2. Automating payment reminders ensures timely follow-up, automates dunning escalations, automates failed payment handling, supports multi-currency notifications, and enables automated escalation to collections agencies or legal teams for unresolved dues.
1.3. Automates coordination between accounting, sales, and customer support by integrating payment status data, automating dashboard updates, and systematically tracking all customer payment interactions.

Trigger Conditions

2.1. Invoice due date approaching (configurable lead time, e.g., 7, 3, and 1 day before due).
2.2. Invoice marked overdue in accounting software.
2.3. Partial payment received without full settlement.
2.4. Payment failed or bounced.
2.5. No response to previous reminders within defined period.
2.6. Threshold exceeded for total outstanding payments.
2.7. Collection agent workflow requires escalation.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Programmable Messaging API to automate SMS reminders (`POST /Messages`).
• Sample: Automate reminders to international clients with SMS personalization.
3.2. SendGrid
• Feature/Setting: Email API v3 automates HTML invoice reminders (`/mail/send`).
• Sample: Automate follow-up email with invoice PDF attached.
3.3. Stripe
• Feature/Setting: Payment Intents API event webhook automates reminder when payment fails or requires action.
• Sample: Automator triggers workflow on `invoice.payment_failed` event.
3.4. Salesforce
• Feature/Setting: Process Builder or Flow automates reminder emails/tasks to account owner.
• Sample: Automate creating a task on overdue invoice.
3.5. QuickBooks Online
• Feature/Setting: Webhooks automate reminders on overdue invoices (`invoice.overdue` events).
• Sample: Automate reminder when invoice status changes.
3.6. Microsoft Power Automate
• Feature/Setting: Prebuilt connectors automate emailing reminders from Excel/Outlook.
• Sample: Automate with scheduled flows checking due invoices.
3.7. Slack
• Feature/Setting: Incoming Webhooks automate pushing reminders to collections channel.
• Sample: Automate notifications for escalated accounts.
3.8. Zoho Books
• Feature/Setting: Workflow rules automate sending email/SMS on overdue invoices.
• Sample: Automating sending escalation alerts to finance manager.
3.9. Xero
• Feature/Setting: Automated invoice reminders in "Invoices" automate emails on missed payment.
• Sample: Automate scheduled reminders at custom intervals.
3.10. Gmail API
• Feature/Setting: `users.messages.send` automates direct email reminders from corporate mailbox.
• Sample: Automate templated reminder with dynamic due amount and client name.
3.11. Outlook API
• Feature/Setting: `sendMail` endpoint automates reminder from corporate Outlook account.
• Sample: Automate escalation notification to management.
3.12. HubSpot
• Feature/Setting: Workflow Automation triggers automate tasks/emails on payment stages.
• Sample: Automate notification when payment status updates.
3.13. Monday.com
• Feature/Setting: Automations Center automates reminders based on due date columns.
• Sample: Automate board item move when invoice is paid.
3.14. Pipedrive
• Feature/Setting: Workflow Automation automates email reminders based on deal/payment stage.
• Sample: Automate task creation for collection agent.
3.15. Zapier
• Feature/Setting: Zaps automate cross-platform reminders and task creation on payment events.
• Sample: Automate sending WhatsApp reminder when invoice overdue.
3.16. Freshbooks
• Feature/Setting: Automated late payment reminders configured in account settings.
• Sample: Automate multi-stage dunning sequence.
3.17. Intercom
• Feature/Setting: Custom Bot automator triggers reminder messages based on payment data.
• Sample: Automating pop-up reminders in client dashboard.
3.18. Mailgun
• Feature/Setting: SMTP/API automates transactional payment emails with status tracking.
• Sample: Automate follow-up email with payment link.
3.19. Google Sheets API
• Feature/Setting: Automated scripts send reminder emails for flagged overdue rows.
• Sample: Automate color-coding for unpaid invoices and send alerts.
3.20. DocuSign
• Feature/Setting: Envelope status webhook automator triggers reminder or signature/escalation when unpaid.
• Sample: Automate follow-up for contract payment clauses.
3.21. Authvia
• Feature/Setting: TEXT2PAY API automates SMS payment reminders with embedded payment link.
• Sample: Automate collection workflow via mobile pay request.
3.22. PayPal
• Feature/Setting: Webhooks (`BILLING.SUBSCRIPTION.PAYMENT.FAILED`) automate collection sequences.
• Sample: Automate escalation after three failed attempts.
3.23. Trello
• Feature/Setting: Butler automator automates moving cards based on invoice status.
• Sample: Automate reminders via comments/tagging collection team.

Benefits

4.1. Automated payment reminders boost cash flow and reduce DSO (Days Sales Outstanding).
4.2. Automates manual finance team work, avoiding human error and missed follow-ups.
4.3. Automated escalation and reporting streamline collections and support compliance.
4.4. Automating multi-channel notifications (SMS, email, dashboard) increases client responsiveness.
4.5. Automation provides audit trail and analytics for ongoing optimization.