Recurring billing and payment reminders

Purpose

1.1. Automate recurring invoice generation, processing, and dispatch based on client billing cycles; deliver timely payment reminders via email, SMS, or other means; streamline payments collection and reconciliation workflows; centralize financial data for accuracy, reduce manual labor, and improve cash flow visibility.
1.2. Minimize late payments and accounting errors by automatically tracking due dates, issuing follow-ups, and updating financial records.

Trigger Conditions

2.1. Invoice due date reached or upcoming within predefined window (e.g., 7, 3, 1 day/s prior).
2.2. New invoice created for recurring billing schedule.
2.3. Payment not received by set deadline.
2.4. Updated client contact details or billing information.
2.5. Manual override by accountant for exceptional cases.

Platform Variants

3.1. QuickBooks Online
• API: `createInvoice`, `sendReminder` endpoints.
• Configuration: Set recurring invoice schedule, enable automatic payment reminders via API.

3.2. Xero
• API: `POST /invoices`, `POST /emails`.
• Configuration: Define repeating invoices, schedule reminder emails pre- and post-due date.

3.3. FreshBooks
• API: `recurring_profiles.create`, `invoices.send_reminder`.
• Setup: Enable recurring profile, configure automated reminder sequence.

3.4. Zoho Books
• API: `autobills`, `send_reminder`.
• Set auto-bill triggers, enable reminder notifications.

3.5. Stripe
• Feature: `Subscriptions API`, `Invoice finalized webhook`.
• Configure invoice generation at each billing cycle, email reminders via webhook.

3.6. PayPal
• Feature: `Subscriptions`, `Billing Plans and Agreements API`.
• Setup: Activate recurring subscription, enable payment reminder notifications.

3.7. Square
• API: `Invoices API` (`CreateInvoice`, `PublishInvoice`).
• Create recurring invoice objects, set automated reminders.

3.8. Chargebee
• API: `Create Subscription`, `Reminder Notification Settings`.
• Enable auto-email for recurring invoices and overdue reminders.

3.9. GoCardless
• API: `Mandates`, `Notifications`.
• Setup direct debit mandates, configure automated pre-due notification.

3.10. Sage Intacct
• API: `ARInvoice`, `ARPayment`.
• Register recurring AR invoice, enable dunning email on missed payment.

3.11. Netsuite
• Web Service: `Recurring Billing Schedule`, `Email Reminders`.
• Automate billing runs; trigger email/sms on schedule or overdue.

3.12. Microsoft Dynamics 365 Finance
• Feature: `Recurring Free Text Invoice`, `Payment Reminder Workflow`.
• Define recurring invoice templates, automate reminder workflow.

3.13. SAP S/4HANA
• T-Code/API: `F-28` (customer payments), `F150` (dunning run), `SAPSCRIPT_REMINDERS`.
• Configure dunning levels and recurring billing cycles.

3.14. Intuit Mailchimp
• Feature: `Transactional API` + Billing integrations.
• Send payment reminder campaigns synchronizing with accounting platform.

3.15. Gmail (Google Workspace)
• API: `Send Email`, filter by label (Invoice/Reminder).
• Auto-send reminders with invoice attachment on due triggers.

3.16. Outlook / Microsoft Exchange
• API: `Send Mail`, rule-based triggers.
• Schedule recurring emails for upcoming or overdue invoices.

3.17. Twilio SMS
• Feature: `Messages API`.
• Trigger SMS reminders to client contacts X days before due/after missed payment.

3.18. Slack
• API: `chat.postMessage`.
• Route automated reminders to internal accountant channel or to clients via Slack Connect.

3.19. SendGrid
• API: `Mail Send` with dynamic template.
• Email reminder triggered by due status with invoice info.

3.20. HubSpot
• API: `Workflows`, `CRM Updates`.
• Auto-create CRM tasks, trigger emails or integrations on billing milestone.

3.21. Trello
• Feature: `Card Automation`.
• Move cards/add checklist for outstanding invoices, trigger outbound reminders via Power-Ups.

3.22. Monday.com
• API: `Automations`, recurring notification.
• Move items to “Overdue” status, send reminder emails.

Benefits

4.1. Ensures timely, consistent invoicing and follow-ups with zero manual input.
4.2. Reduces late payments and accelerates collections for healthier cash flow.
4.3. Mitigates data entry errors and duplicate invoices.
4.4. Centralizes client billing history and communication for audit and support.
4.5. Frees accountant time for value-added advisory tasks.