Notifications for overdue payments

Purpose

1.1. Automate notifications to clients about overdue payments for art restoration services, reducing administrative burden and lowering payment delays.
1.2. Serves to streamline collections, ensure timely revenue, and maintain detailed communication records.
1.3. Applies automated rules for identifying overdue invoices and scheduling alerts via multiple channels (email, SMS, messaging platforms, or phone calls).
1.4. Enables seamless integration with accounting, CRM, calendaring, and communication software to ensure no overdue payment is missed.

Trigger Conditions

2.1. Invoice exceeds payment due date by pre-defined days (e.g., 1, 3, 7 days late).
2.2. Change of invoice status to “Overdue” in finance or ERP system.
2.3. Lack of client response or payment confirmation after previous reminders.
2.4. Manual trigger or escalation triggered by finance admin.

Platform variants

3.1. Twilio SMS
• Feature/Setting: Automate outbound SMS via Twilio Programmable Messaging API, provide account SID, Auth Token, ‘From’ number, destination number, and message body template.

3.2. SendGrid
• Feature/Setting: Automate email notifications using SendGrid v3 Mail Send endpoint, configure sender email, recipient, subject, dynamic template, and API key.

3.3. Slack
• Feature/Setting: Automate channel or direct user notifications with Slack Incoming Webhooks or Chat.PostMessage method, configure channel/user, message text, and webhook URL or token.

3.4. Microsoft Teams
• Feature/Setting: Automate overdue payment messages via Teams Webhook Connector, set webhook URL and message payload template.

3.5. Gmail
• Feature/Setting: Automate email reminders using Gmail API ‘users.messages.send’, configure OAuth credentials, sender/recipient, and message format (MIME).

3.6. Outlook (Microsoft 365)
• Feature/Setting: Automate reminder emails via Microsoft Graph API ‘/me/sendMail’, set recipient, subject, body, and access token.

3.7. Pipedrive
• Feature/Setting: Automate activities or reminders on overdue deals by using Pipedrive API ‘/activities’ endpoint, configure deal filters and user assignment.

3.8. Salesforce
• Feature/Setting: Automate email or task creation using Process Builder/Flow or REST API ‘/services/data/vXX.X/sobjects/Task’, set triggers for overdue invoices.

3.9. QuickBooks Online
• Feature/Setting: Automate invoice status checks with QuickBooks Invoice API, trigger notifications when ‘Balance > 0’ and ‘DueDate < Today’.

3.10. Xero
• Feature/Setting: Automator uses Xero Accounting API ‘GET /Invoices’, filter for overdue, trigger notification workflows accordingly.

3.11. Zoho Books
• Feature/Setting: Automate overdue invoice reminders using Zoho Books API ‘GET /invoices’, monitor due dates, and use ‘Send Email’ action.

3.12. FreshBooks
• Feature/Setting: Automates fetching overdue invoices leveraging FreshBooks API ‘GET /accounting/account/{accountId}/invoices/invoices’, notify via email/task endpoint.

3.13. Mailgun
• Feature/Setting: Automate templated overdue payment emails using Mailgun HTTP API ‘/messages’, specify domain, from, to, and template variables.

3.14. WhatsApp (via Twilio API)
• Feature/Setting: Automate WhatsApp messaging using Twilio API for WhatsApp, set Messaging Service SID, recipient, and message template.

3.15. HubSpot
• Feature/Setting: Automator uses HubSpot Workflows or Automation API to send email or create task when invoice property triggers overdue logic.

3.16. Monday.com
• Feature/Setting: Automate item update and notification using Monday API ‘change_column_value’ for overdue status, utilize integration recipes for alerts.

3.17. Asana
• Feature/Setting: Asana API used to automate task creation/assignment for finance or account managers when payment is late, add due dates and comments.

3.18. Trello
• Feature/Setting: Automates overdue payment cards with due label via Trello API, send notifications with ‘addCommentToCard’.

3.19. Zoho CRM
• Feature/Setting: Automate workflow emails or tasks with Zoho CRM API, trigger on overdue status of associated deals/contacts.

3.20. Airtable
• Feature/Setting: Automate overdue payment tracking via Airtable API, update records, and trigger personalized notification emails using ‘createRecord’ or ‘updateRecord’.

Benefits

4.1. Automates repetitive payment reminders to streamline financial operations and frees up staff time.
4.2. Enhances cash flow by automatedly reducing overdue invoice rates.
4.3. Ensures no payment deadline is missed, improving professionalism and client relationships.
4.4. Enables scalable and consistent client communication with automation, regardless of business size or invoice volume.
4.5. Automating notification flows reduces manual errors and provides auditable histories of all interactions for compliance.