Financial & AdministrativePurpose
1. Automatically detect payment delinquencies in tenant accounts, initiate escalating notifications, log all activity, synchronize updates in core business systems, and prompt internal teams for follow-up—ensuring real-time intervention and reducing arrears.
2. Automate multi-step communication schedules: email, SMS, calls, postal letters, and account flagging.
3. Structure timelines and actions based on severity, tenant type, and lease agreements with audit trails.
4. Feed relevant data to finance, collections, and legal teams while maintaining compliance and full documentation.
Trigger Conditions
1. Scheduled scan of payment ledgers where balance overdue > X days (customizable: e.g., 5/10/30).
2. Update or new record in accounting software reflecting late rent.
3. Manual flag by property manager for at-risk accounts.
4. Tenant status change to “Grace period” or “At-risk.”
5. Response to outbound message (e.g., “I need help” reply) or failed delivery notification.
Platform Variants
1. Twilio (Programmable SMS & Voice)
- Feature/Setting: Set up SMS and voice-alert flows; configure outgoing sender and webhook for response capture.
2. SendGrid (Transactional Email API)
- Feature/Setting: Use API to send dynamic, templated reminders with account details.
3. DocuSign
- Feature/Setting: Automate sending legal notices for eviction or payment demand via envelope templates.
4. QuickBooks Online
- Feature/Setting: Trigger workflow on overdue payment status; update notes field via API.
5. Salesforce
- Feature/Setting: Case creation upon delinquency, field update for “Delinquent Status.”
6. HubSpot
- Feature/Setting: Automatically create task for agent follow-up; update property pipeline stage.
7. Microsoft Dynamics 365
- Feature/Setting: Flow-trigger for “Payment Past Due” field; escalate to collections process entity.
8. Zoho CRM
- Feature/Setting: Auto-tag contacts as “Delinquent”; trigger workflow rule for email/SMS.
9. Mailgun
- Feature/Setting: Send branded postal-letter notifications as PDF or via trigger-based print partners.
10. Slack
- Feature/Setting: Post alert to finance or management channel on each newly delinquent account.
11. Okta
- Feature/Setting: Suspend resident portal access upon high-severity delinquency via API call.
12. Google Sheets
- Feature/Setting: Update or append detailed logs of delinquency escalations by row.
13. monday.com
- Feature/Setting: Auto-create escalation ticket and assign to collections team.
14. Freshdesk
- Feature/Setting: Open support ticket for every “At-risk” flag, assign SLA for follow-up.
15. LegalZoom API
- Feature/Setting: Generate or update legal documentation template for formal escalations.
16. RingCentral
- Feature/Setting: Automated call attempts with customized voicemail message on failure.
17. Intercom
- Feature/Setting: Send in-app notification to tenant; display outstanding balance widget.
18. Stripe
- Feature/Setting: Mark customer in Stripe as “Delinquent”; trigger retry or dunning workflow.
19. Xero
- Feature/Setting: Push overdue invoice event into escalation workflow via webhook.
20. Smartsheet
- Feature/Setting: Row update with escalation notes, assign checklist per tenant unit.
21. Zapier
- Feature/Setting: Orchestrate cross-app automation for multi-channel outreach per escalation step.
22. Adobe Acrobat Sign
- Feature/Setting: Auto-send lease violation documents for signature via workflow integration.
Benefits
1. Cuts manual process time, increasing staff efficiency and consistency.
2. Ensures timely, trackable communication and evidence for every step.
3. Reduces legal risk by ensuring compliance with statutory escalation procedures.
4. Improves payment collection rates with multi-touch, multi-channel strategy.
5. Provides real-time transparency and actionable insights for management.
6. Integrates with existing systems with minimal friction.
7. Enables seamless handoff between finance, management, and legal teams.