Automated reminder for overdue payments

Purpose

1.1. Ensure timely collection of payments from wholesale customers in the carbonated drinks supply business.
1.2. Send automated reminders via multiple channels when customer invoices surpass due dates.
1.3. Improve accounts receivable, reduce manual tracking, and enhance financial health with minimal human intervention.
1.4. Maintain professional client relationships by communicating overdue status promptly.
1.5. Generate logs and reports for all reminders sent for audit and compliance.

Trigger Conditions

2.1. Invoice status switches to ‘overdue’ in finance/ERP or accounting platform.
2.2. Scheduled intervals: daily or custom, until payment is received.
2.3. Custom events: failed payment attempt, customer-specific due cycle, or pre-defined grace period expiry.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API, webhook trigger on overdue status, configure message template with variables; Example: POST /Messages with invoice details.
3.2. SendGrid
• Feature/Setting: Email automation, dynamic templates with placeholders, trigger on overdue status; Example: API v3 Mail Send.
3.3. Slack
• Feature/Setting: Incoming Webhooks for direct message to client or internal finance channel; Example: POST with reminder text.
3.4. Microsoft Teams
• Feature/Setting: Teams connector, schedule overdue notification to group chat/channel via webhook.
3.5. Zapier
• Feature/Setting: Workflow automation, connect accounting app (e.g., QuickBooks) to Gmail/SMS action, trigger: new overdue invoice.
3.6. QuickBooks
• Feature/Setting: Invoice status webhook, configure custom reminder rule in settings, send via email/SMS.
3.7. Xero
• Feature/Setting: Reminders in Xero, set email schedule for overdue, use Xero API for external triggers.
3.8. Salesforce
• Feature/Setting: Process Builder/Flow, triggers upon payment field update, send notification via email or SMS integration.
3.9. Zoho Books
• Feature/Setting: Workflow rule for invoice aging, trigger in-app notification/email/SMS using Deluge script.
3.10. Mailgun
• Feature/Setting: Email sending API, schedule batch sends with dynamic content, track delivery status.
3.11. Outlook / Microsoft 365
• Feature/Setting: Power Automate flow, on overdue invoice in Excel/ERP, email customer from Outlook account.
3.12. Google Workspace (Gmail)
• Feature/Setting: Apps Script/Google Workflow, detect new overdue rows in Sheets, auto-send email.
3.13. Pipedrive
• Feature/Setting: Workflow Automation, configure activity ‘payment overdue’, send notification via email/SMS.
3.14. FreshBooks
• Feature/Setting: Auto-reminder for overdue invoices, set in client reminders settings, customize frequency.
3.15. Stripe
• Feature/Setting: Billing webhook, detect failed payment or overdue invoice, trigger email using SendGrid or SMS using Twilio.
3.16. HubSpot
• Feature/Setting: Workflow automation, property ‘invoice due date’ passed, auto-send email reminder.
3.17. ActiveCampaign
• Feature/Setting: Automation with CRM custom fields, send sequence upon overdue status; integrates with email/SMS.
3.18. Monday.com
• Feature/Setting: Automation recipes, status change to overdue on board, trigger email/SMS via Gmail or Twilio.
3.19. PayPal
• Feature/Setting: IPN webhook, listen for unpaid/overdue status, send out email reminder via API.
3.20. Amazon SES
• Feature/Setting: Programmatic email reminders, dynamic templates, schedule and track reminders for overdue payments.

Benefits

4.1. Minimizes manual follow-up, saving staff time and error.
4.2. Increases payment collection speed and cash flow predictability.
4.3. Maintains compliance with audit trails and reporting.
4.4. Consistent, professional communication with clients for better retention.
4.5. Scalable for any client count or invoice volume without additional overhead.