Payment reminder workflows

Purpose

1.1 Automate sending timely payment reminders to fish buyers, clients, and vendors to reduce late payments and improve cash flow.
1.2 Ensure systematic and traceable follow-ups, integrate with billing/invoice tools, and maintain real-time financial visibility for aquaculture farm management.
1.3 Support notifications via SMS, email, push alerts, messaging apps, and voice calls to suit recipient preferences and region-specific effectiveness.
1.4 Automate escalation of unpaid invoices, log all communication, and sync payment updates with inventory and accounting systems.

Trigger Conditions

2.1 New invoice generated and payment due date is within configurable threshold (e.g., 7, 3, 1 days before due, or once overdue).
2.2 Invoice status remains unpaid in the connected ERP, accounting, or farm management platform.
2.3 Partial payment received and remaining balance outstanding.
2.4 Recurring payment date for contracted fish supply agreements.
2.5 Manual trigger by finance staff for particular clients or special circumstances.

Platform Variants

3.1 Twilio SMS
• Feature/Setting: Messaging API; set webhook to send SMS on invoice due event.
• Sample Config: Configure SMS template, set recipients to buyer’s phone field, schedule on invoice due.

3.2 SendGrid
• Feature/Setting: Transactional Email API; trigger email reminder per due invoice.
• Sample Config: Use custom HTML template, map invoice data fields, use dynamic sender.

3.3 Slack
• Feature/Setting: Incoming Webhooks/Post Message; alert internal team on overdue invoices.
• Sample Config: Set channel to finance/collections, include invoice, client, and days overdue.

3.4 Gmail API
• Feature/Setting: Automated email drafts/sends; reminder customization per client.
• Sample Config: OAuth-linked account, scripted message text, send via batch job.

3.5 Outlook/Office 365
• Feature/Setting: Microsoft Graph API; send timely payment emails, schedule recurring messages.
• Sample Config: Connect to finance mailbox, use mail.send, attach due invoice as PDF.

3.6 WhatsApp Business API
• Feature/Setting: Automated messaging; send reminders to buyers/vendors on WhatsApp.
• Sample Config: Use registered number, format invoice summary, auto-personalize greeting.

3.7 Telegram Bot API
• Feature/Setting: Bot alert for reminders; push notification to buyer or internal group.
• Sample Config: Bot posts when invoice flagged as unpaid, direct chat or broadcast.

3.8 Zapier
• Feature/Setting: Multi-platform workflow; trigger on new overdue invoice.
• Sample Config: Google Sheets/QuickBooks → Email/SMS connector, include invoice link.

3.9 QuickBooks Online
• Feature/Setting: Reminder notification; native or custom API event.
• Sample Config: Set triggers via webhook, auto-send from QuickBooks or trigger external message.

3.10 Xero
• Feature/Setting: Automated invoice reminders; use direct integration or Xero API.
• Sample Config: Configure reminder intervals, personalize templates, push to contact email.

3.11 Stripe
• Feature/Setting: Payment intents API; due payment notification.
• Sample Config: Webhook on payment status, notify client via selected method.

3.12 PayPal
• Feature/Setting: Invoicing API, set follow-up reminder on unpaid invoices.
• Sample Config: Set reminder interval, auto-email client, log sent status.

3.13 FreshBooks
• Feature/Setting: Automated reminders feature, or API trigger.
• Sample Config: Enable recurring reminders, sync to client details.

3.14 Zoho Books
• Feature/Setting: Automated email & SMS reminders via Zoho CRM/Books API.
• Sample Config: Schedule reminders, set escalation path.

3.15 Wave
• Feature/Setting: Late payment reminders; event-based notification.
• Sample Config: Activate via settings, set message frequency and copy.

3.16 Mailgun
• Feature/Setting: Batch email reminder delivery; triggered via HTTP request.
• Sample Config: Connect to data source, merge invoice fields, monitor delivery stats.

3.17 Salesforce
• Feature/Setting: Workflow automation rules; reminder task, email, or SMS.
• Sample Config: Workflow triggers on ‘Invoice Due’ object, multi-step escalation.

3.18 HubSpot
• Feature/Setting: Sequence for overdue invoice reminders.
• Sample Config: Assign client, tailor emails/SMS, track opens/clicks.

3.19 Pipedrive
• Feature/Setting: Activity reminders for finance pipeline via API/webhook.
• Sample Config: Trigger on deal stage 'Pending Payment', auto-email or alert.

3.20 ClickSend
• Feature/Setting: Global SMS/email platform, schedule or instant send.
• Sample Config: Input from CSV/api, attach invoice link, set based on timezone.

3.21 Microsoft Teams
• Feature/Setting: Channel notifications for internal collections.
• Sample Config: Use Webhook for overdue notice, assign to agent.

3.22 Monday.com
• Feature/Setting: Reminder automations, connect to billing boards.
• Sample Config: Auto-notification to owner/client contact field.

3.23 Airtable
• Feature/Setting: Script block or automation; trigger email/SMS from overdue status.
• Sample Config: View filtered ‘Unpaid’ and link to external sender.

3.24 Trello
• Feature/Setting: Card due date triggers with Power-Ups.
• Sample Config: Notify card members for client payment due.

Benefits

4.1 Automated reminders minimize late payments, increasing cash flow reliability.
4.2 Multi-platform outreach achieves higher response rates.
4.3 Reduces manual work and staff errors, freeing time for higher-value tasks.
4.4 Integrated audit trail and escalation for persistent debtors.
4.5 Maintains positive client/vendor relationships through professional, timely communication.