Automated late payment notifications and follow-up

Purpose

1.1. Automated late payment notifications and follow-up aims to reduce manual labor, accelerate collections, and improve financial health by programmatically monitoring invoice due dates, identifying overdue accounts, and dispatching timely multi-channel reminders and escalation notices to tenants, property managers, and account stakeholders.
1.2. Ensures consistent, trackable outreach, reduces delinquency, improves cash flow predictability, and maintains compliance with payment policies for apartment units on a corporate portfolio scale.

Trigger Conditions

2.1. Invoice or rent payment is overdue past a set threshold (e.g., 1, 3, 7 days).
2.2. Payment status in the accounting or property management system updates to "late" or "overdue."
2.3. Scheduled cron timer for periodic overdue balance checks.
2.4. Manual flag or action by finance/collections staff.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use SMS Messaging API; configure to send templated payment reminders by tenant phone.
• Sample: POST `/Messages` with tenant phone, late balance, and payment link.
3.2. SendGrid
• Feature/Setting: Transactional Email API for overdue invoice emails; enable open tracking.
• Sample: POST `/mail/send` with dynamic template for late payment.
3.3. Stripe
• Feature/Setting: Use Stripe Radar/Events to detect failed payments, trigger webhook.
• Sample: Listen for `invoice.payment_failed`.
3.4. Slack
• Feature/Setting: Incoming Webhooks to alert internal staff of late payments.
• Sample: POST notification for escalation.
3.5. Salesforce
• Feature/Setting: Process Builder Flow for overdue opportunity alerts.
• Sample: Create automated task and send reminder email.
3.6. Xero
• Feature/Setting: Invoice API to list overdue invoices, webhook for new overdue.
• Sample: GET `/invoices?status=OVERDUE`.
3.7. QuickBooks Online
• Feature/Setting: Monitor overdue invoices, trigger email to customer.
• Sample: GET `/invoice?Balance>0&DueDate 3.8. Microsoft Teams
• Feature/Setting: Post notifications to channel via webhook when payment is late.
• Sample: POST to Teams channel webhook.
3.9. Zoho Invoice
• Feature/Setting: Notification workflow for overdue invoices.
• Sample: Configure "Send Email Reminder" on overdue event.
3.10. Mailgun
• Feature/Setting: Automate email sending following payment missed event.
• Sample: POST `/messages` with overdue reminder template.
3.11. HubSpot
• Feature/Setting: Automated workflow to update contact and send follow-up email.
• Sample: Use workflow trigger "Invoice Status = Overdue."
3.12. Google Sheets
• Feature/Setting: Use cell update or Google Apps Script to trigger notifications.
• Sample: Script parses sheet for overdue entries and sends email.
3.13. Monday.com
• Feature/Setting: Automate updates/notifications on items where "Payment Status" = late.
• Sample: Configure item status change to trigger alerts.
3.14. Pipedrive
• Feature/Setting: Deal stage automation for late payments, email notification.
• Sample: Automate workflow when payment date passed.
3.15. ActiveCampaign
• Feature/Setting: Automate email/sms for tagged "Late Payment" contacts.
• Sample: Automation triggers off tag application.
3.16. Intercom
• Feature/Setting: Send in-app or email messages upon payment overdue flag.
• Sample: Trigger outbound message when "overdue" tag set.
3.17. Zapier
• Feature/Setting: Configure Zaps for new overdue in accounting software to email/SMS reminders.
• Sample: "New Overdue Invoice" → "Send Reminder."
3.18. Airtable
• Feature/Setting: Use Automations to detect overdue records, dispatch emails.
• Sample: Script checks “Due Date”, sends workflow email.
3.19. DocuSign
• Feature/Setting: Automated follow-up requests via contract workflow on missed payments.
• Sample: Embedded signing reminder on due date lapse.
3.20. WhatsApp Business API
• Feature/Setting: Automated late payment reminders via WhatsApp message.
• Sample: POST template message to recipient with payment link.

Benefits

4.1. Minimizes manual intervention and human error in collections.
4.2. Accelerates collection cycle, improving cash flow for property operators.
4.3. Enables multi-channel, persistent and documented outreach for compliance.
4.4. Reduces operational cost and time spent tracking and following up on late payments.
4.5. Enhances tenant communication with personalized, timely reminders across preferred channels.