Automated payment reminders for clients

Purpose

1.1. Reduce late payments by automatically notifying clients before and after due dates.
1.2. Eliminate manual follow-up, freeing administrative resources for core projects.
1.3. Maintain professional client relations by ensuring predictable, timely reminders.
1.4. Integrate payment status with financial platforms for seamless reporting and tracking.
1.5. Offer flexible multi-channel notifications (email, SMS, app, call) based on client preference.

Trigger Conditions

2.1. Invoice issued and payment not received before due date.
2.2. Scheduled reminders (e.g., 7/3/1 days before due, day of due, and post-due).
2.3. Payment status updated in financial system (paid, partially paid, overdue).
2.4. Client-specific schedule rules (customizable per contract).

Platform Variants

3.1. Stripe API
• Feature: PaymentIntent Webhooks
• Setting: Trigger on payment status updates; sample webhook listener for `payment_intent.succeeded` and `payment_intent.payment_failed`.

3.2. QuickBooks Online
• Feature: Invoice Events API
• Setting: Webhook configuration for invoice creation and overdue status change.

3.3. Xero
• Feature: Notification Webhooks
• Setting: Listen for invoice status; `GET /invoices` API with filtering by due date.

3.4. Twilio SMS
• Feature: Programmable Messaging
• Setting: Send SMS via REST API when trigger conditions met; configuration with client phone field.

3.5. SendGrid
• Feature: Mail Send API
• Setting: Trigger transactional emails for payment reminders; set dynamic email templates and scheduled sends.

3.6. Gmail API
• Feature: Messages: send
• Setting: Automated sending of reminder emails from studio account to client; OAuth required.

3.7. Outlook Graph API
• Feature: SendMail
• Setting: Auto-reminder emails via Office 365 integration; configuration uses client and due date fields.

3.8. Slack API
• Feature: chat.postMessage
• Setting: DM reminders to clients or internal team channels for overdue notices.

3.9. WhatsApp Business API
• Feature: Message Templates
• Setting: Trigger templated reminders to client WhatsApp numbers based on invoice data.

3.10. Zoho Books
• Feature: Automation Rules
• Setting: Create custom reminder rules in workflow automation for invoice due dates.

3.11. FreshBooks
• Feature: Automated Reminder Settings
• Setting: Enable auto-reminder emails X days before/after invoice due.

3.12. HubSpot
• Feature: Workflow Automation
• Setting: Tie deal/payment stages to email or SMS reminders with custom delay logic.

3.13. Monday.com
• Feature: Automations
• Setting: Use "If invoice due, notify client" automation from item boards.

3.14. Salesforce
• Feature: Process Builder
• Setting: Create process on payment object triggers to send Email Alert or SMS.

3.15. Zoho CRM
• Feature: Workflow Rules
• Setting: Email reminders on custom invoice modules tied to payment status.

3.16. Mailgun
• Feature: Scheduled Email
• Setting: Use scheduled send and triggers for payment reminders to clients’ emails.

3.17. Pipedrive
• Feature: Workflow Automation
• Setting: Set automations to email/SMS when deal marked as invoiced but unpaid.

3.18. Microsoft Power Automate
• Feature: Scheduled Flows
• Setting: Schedule reminder flow run from invoice data in Excel/SharePoint.

3.19. SAP Business One
• Feature: Alerts and Approval Procedures
• Setting: Set up alerts for invoice due and payment overdue.

3.20. Oracle NetSuite
• Feature: SuiteFlow Workflow
• Setting: Define workflow for overdue invoice events – sending emails/SMS based on status.

3.21. Wave
• Feature: Recurring Invoices
• Setting: Toggle auto-reminders for unpaid invoices from dashboard.

3.22. PayPal Invoicing
• Feature: Payment Reminders
• Setting: Enable and configure scheduled reminders for each issued invoice.

3.23. Zoho Flow
• Feature: Pre-built Flows
• Setting: Use invoice triggers to post reminders to chat/email/SMS endpoints.

3.24. Airtable Automations
• Feature: Scheduled scripts
• Setting: Run scripts to send reminders whenever due date is approaching in invoice table.

Benefits

4.1. Reduces days sales outstanding and improves cash flow stability.
4.2. Minimizes manual administrative workload and human error.
4.3. Increases client accountability and professional perception.
4.4. Flexible platform choice ensures compatibility with different tech stacks.
4.5. Real-time sync between payment systems and client communications enhances accuracy.
4.6. Supports international clients with multi-channel, multi-language options.
4.7. Automation rules can be adapted to match client sensitivity and contract terms.