Tracking of outstanding balances

Purpose

1.1. Automatically monitor client payment statuses for issued invoices, identify overdue balances, send reminders, and update internal records to maintain cash flow and minimize manual finance tracking in advertising photography businesses.
1.2. Seamlessly connect invoicing, communication, and CRM platforms to reduce missed payments and administrative overhead.
1.3. Ensure compliance with contractual payment terms and provide proactive escalation for persistent outstanding balances.

Trigger Conditions

2.1. New invoice creation with payment due date logged.
2.2. Lack of payment confirmation by the due date.
2.3. Assignment of overdue status to an invoice in the accounting platform.
2.4. Periodic review intervals (e.g. daily or weekly scan for outstanding balances).

Platform Variants

3.1. QuickBooks Online
• Feature: Webhooks/API for “Invoice Overdue” Event
• Sample: Configure webhook to trigger on invoice status=“overdue”.

3.2. Xero
• Feature: GET Invoices Endpoint + Filters
• Sample: Use API to list and filter invoices with status=“AUTHORISED” and overdue=true.

3.3. FreshBooks
• Feature: Automated Payment Reminder Settings
• Sample: Enable auto-reminder; API webhook on payment events.

3.4. Zoho Books
• Feature: Invoice API + Workflow Rules
• Sample: Define workflow “Invoice is Overdue” + call GET Invoices API.

3.5. Stripe
• Feature: Customer Portal & Invoice.payment_failed Webhook
• Sample: Listen for “payment_failed” on invoices and trigger workflow.

3.6. Square
• Feature: Invoices API and Payment Status Webhooks
• Sample: Configure webhook for “payment_status: UNPAID”.

3.7. PayPal
• Feature: Invoicing API events
• Sample: webhook for “INVOICING.INVOICE.UNPAID”.

3.8. Sage Business Cloud
• Feature: GET Sales Invoices API
• Sample: Pull invoices where due_date < today AND status != paid.

3.9. Microsoft Dynamics 365
• Feature: Data Export Service API, Power Automate Flow
• Sample: Use scheduled API call for overdue invoices.

3.10. Salesforce
• Feature: Custom Object or Integration with Accounting System
• Sample: Flow triggered on payment status field update.

3.11. Google Sheets
• Feature: Google Apps Script Time-driven Triggers
• Sample: Script checks “Status” and “Due Date” columns.

3.12. Airtable
• Feature: Automation - Scheduled Script
• Sample: Use ‘Find records’ automation with filter overdue.

3.13. Trello
• Feature: Butler Automation Based on Card Due Dates
• Sample: Trigger when “Invoice Due” date passed.

3.14. Monday.com
• Feature: Automations for Status & Date Columns
• Sample: Trigger automation for “Due Date passed & Status not Paid”.

3.15. Asana
• Feature: Rule for Due Date Passed
• Sample: When custom field “Payment Status” is not “Paid” and “Due Date” passed.

3.16. Notion
• Feature: Database Filter and Reminder
• Sample: Multi-database filter for Payment Status.

3.17. Slack
• Feature: Scheduled Workflow or Bot Notification
• Sample: Trigger channel alert on overdue invoice event.

3.18. Twilio
• Feature: Programmable SMS based on API Trigger
• Sample: Send SMS reminder when invoice overdue webhook fires.

3.19. Mailgun
• Feature: API-based Transactional Email
• Sample: POST to /messages when balance outstanding detected.

3.20. SendGrid
• Feature: Email Automation and Webhook
• Sample: Set template & trigger via API call on outstanding status.

3.21. HubSpot
• Feature: Workflow Automation on Invoice Property
• Sample: Automate follow-up tasks when “Invoice Status” = Overdue.

3.22. Pipedrive
• Feature: Activity Automation with Filters
• Sample: Auto-create activity/reminder when invoice due field reached.

Benefits

4.1. Reduces missed or late client payments seamlessly.
4.2. Frees up time from manual chasing and monitoring.
4.3. Provides a complete audit trail of reminders and communications.
4.4. Maintains up-to-date cash flow insights.
4.5. Minimizes client disputes with automated, consistent follow-up.
4.6. Enables scalable accounts receivable process as business grows.