Invoice and payment reminder workflow for B2B customers

Purpose

1.1. Automate invoice distribution and timely payment reminders for B2B customers in an acrylic supplies retail business
1.2. Reduce manual finance team workload, lower late payment risk, accelerate cashflow, and improve customer experience
1.3. Generate, send, and track invoices; schedule multi-channel reminders pre- and post-due; escalate persistent non-payment automatically
1.4. Consolidate logs and reporting on invoices/reminders for full financial oversight

Trigger Conditions

2.1. New invoice is generated in the ERP/accounting system
2.2. Invoice remains unpaid after X days
2.3. Payment status changes in payment gateway
2.4. Recurring contractual billing (monthly/quarterly) event occurs

Platform Variants

3.1. QuickBooks Online
• API: “Create Invoice”; “Read Invoice”; “Update Payment Status”
• Sample: Trigger on new invoice, fetch recipient details, update as paid upon confirmation
3.2. Xero
• API: “POST /invoices”, “GET /invoices/{InvoiceID}”, “GET /contacts”
• Sample: Push invoice data, query status for reminders
3.3. Zoho Books
• API: “Invoices API: Create/Send Invoice”, “Payments API: Get payment status”
• Sample: Set up webhook push to automation for reminder chain
3.4. FreshBooks
• API: “Send Invoice”; “Get Payments”
• Sample: Automate event on sent invoice, chain follow-ups
3.5. Square
• API: “Invoices API”; “Payments API”
• Sample: Monitor invoice payment lifecycle
3.6. Stripe
• API: “Invoice.created”; “Invoice.payment_failed” (Webhook Events)
• Sample: Run workflow on failed/late payments
3.7. PayPal Business
• API: “Invoices: Send/Remind/Get Status”
• Sample: Automated reminders where status != paid
3.8. SAP Business One
• Function: Service Layer “POST /Invoices”; “GET /BusinessPartners({BPCode})”
• Sample: Detect invoice object creation
3.9. Microsoft Dynamics 365
• Function: “Create Invoice” in Finance module, “Email Activity” log
• Sample: Link automation to workflow events
3.10. Oracle NetSuite
• SuiteTalk API: “createInvoice”, “getInvoice”, “sendEmail”
• Sample: Integrate with transaction event for reminders
3.11. Salesforce
• Feature: “Einstein Activity Capture”; “Opportunity/Invoice trigger”
• Sample: Launch reminder on Opportunity close
3.12. Twilio
• API: “Messages: Send SMS/Whatsapp”
• Sample: Notify payers via mobile
3.13. SendGrid
• API: “Mail Send”
• Sample: Email delivery of invoices/reminders
3.14. Outlook 365
• Feature: “Send email (V2)” via Microsoft Graph API
• Sample: Personalized invoice reminders
3.15. Slack
• API: “chat.postMessage” to #finance or PM to account managers
• Sample: Internal non-payment escalation
3.16. Google Sheets
• API: “Append Rows”, “Read Cell”
• Sample: Log reminders, audit history
3.17. Airtable
• API: “Create Record”, “Update Record”
• Sample: Dashboard of sent reminders
3.18. Monday.com
• API: “Create Item”, “Change Status”
• Sample: Kanban for invoice tracking
3.19. HubSpot
• Feature: “Workflows”, “Contacts API”
• Sample: Sync contact-level alerting
3.20. Mailgun
• API: “messages/send”
• Sample: Transactional invoice emailing
3.21. Zendesk
• API: “Create Ticket”
• Sample: Customer notified via support ticket for late payment correspondence
3.22. DocuSign
• API: “Envelope Create and Send”
• Sample: Attach signed payment agreements
3.23. Calendly
• API: “Create Event”;
• Sample: Schedule follow-up calls for overdue invoices
3.24. Dropbox
• API: “File Upload”
• Sample: Store sent invoices for audit/reference

Benefits

4.1. Reliable invoice delivery and reminders reduce days sales outstanding
4.2. Multi-channel approach reaches customers where preferred
4.3. Minimizes manual errors and oversight in collection
4.4. Frees finance staff for higher-value tasks
4.5. Provides full audit and escalation trail
4.6. Strengthens B2B relationships with proactive, professional communication
4.7. Facilitates financial forecasting with live payment data
4.8. Enables customizable timing/escalation per customer or invoice segment