Invoice and payment reminders to suppliers

Purpose

  1.1. Automate sending invoice and payment reminders to suppliers, ensuring timely payments, improved cash flow, and reduced manual follow-up by finance teams.
  1.2. Automating escalations for overdue payments and maintaining digital audit trails for compliance in a Caucasian cuisine restaurant context.
  1.3. Automator reduces human error, enhances supplier relationships, and meets financial compliance by issuing automated reminders, confirmations, and receipts.

Trigger Conditions

  2.1. New invoice generated in the accounting system.
  2.2. Approaching payment due date (e.g., 5 days before, on due day, and after missed due date).
  2.3. Payment status updated to "unpaid" past due.
  2.4. Supplier acknowledgment or response not received within a configured timeframe.

Platform Variants

  3.1. QuickBooks
    • Feature: Invoice API — Configure Webhooks for invoice creation/overdue triggers.
  3.2. Xero
    • Feature: Invoices endpoint — Automate reminders and overdue notifications using Invoice Events.
  3.3. Zoho Books
    • Feature: Automation Rules — Set up Workflow Automation for due date approaching and overdue cases.
  3.4. SAP Business One
    • Feature: DI API — Automate scheduled financial compliance checks and reminders.
  3.5. Microsoft Dynamics 365
    • Feature: Power Automate/Flow — Automate supplier reminders based on due invoicing.
  3.6. FreshBooks
    • Feature: Automated Payment Reminders — Configure via “Billing Automation Settings.”
  3.7. Wave Accounting
    • Feature: Automated Emails — Enable recurring reminders for outstanding invoices.
  3.8. Sage Intacct
    • Feature: Smart Rules — Automate overdue invoice alerts to supplier contacts.
  3.9. Odoo
    • Feature: Scheduled Actions — Schedule automated reminders using Cron job.
  3.10. Netsuite
    • Feature: SuiteFlow — Configure workflow for invoice events and automated supplier communication.
  3.11. Twilio
    • Feature: Programmable SMS API — Automate SMS reminders for supplier invoices.
  3.12. SendGrid
    • Feature: Transactional Email API — Automate sending email reminders and confirmations.
  3.13. Gmail API
    • Feature: Automated Messages — Configure automated email notifications for upcoming/past due invoices.
  3.14. Slack
    • Feature: Incoming Webhooks — Automate notifications to internal teams about overdue supplier invoices.
  3.15. WhatsApp Business API
    • Feature: Automated Messaging — Use templated reminders for invoice payments.
  3.16. Trello
    • Feature: Automation/Butler — Create cards or tasks for follow-up on unpaid invoices.
  3.17. Monday.com
    • Feature: Automations — Trigger reminders and escalation actions for unpaid invoices.
  3.18. Airtable
    • Feature: Automations — Automate notifications to finance and supplier records on invoice status.
  3.19. DocuSign
    • Feature: eSignature Reminders — Automate reminders for payment confirmation document sign-off.
  3.20. Google Sheets API
    • Feature: Scheduled Functions — Automate reading invoice data and sending reminder emails.

Benefits

  4.1. Automated workflows and automator-led reminders minimize late payments and improve supplier trust.
  4.2. Automates compliance tracking and provides searchable digital audit trails.
  4.3. Reduces manual staff intervention, freeing resources for higher value activities by automating routine follow-ups.
  4.4. Ensures consistency and speed via automatable multi-channel notifications (email, SMS, chat, e-signature).
  4.5. Automated escalation prevents payment bottlenecks, enforcing prompt actions and accountability.