Payment status follow-up emails

Purpose

1.1. Identify unpaid invoices and automate personalized follow-up emails to clients, reducing manual financial operations.
1.2. Ensure prompt payment through scheduled reminders, escalation workflows, and status updates tied to invoice aging.
1.3. Track client responses, payment receipts, and automate further actions based on outcomes, minimizing missed payments and administrative delays.

Trigger Conditions

2.1. Invoice status marked as “unpaid” or “overdue” in the finance system.
2.2. Predefined duration lapses since invoice date (e.g., 7, 15, 30 days).
2.3. Payment status change detected via API or webhook from accounting platform.
2.4. Manual flag by finance staff marking a specific invoice for follow-up.

Platform Variants

3.1. Microsoft Outlook
• Feature/Setting: Automated email flows via Microsoft Power Automate; configure flow to trigger on overdue invoices.

3.2. Gmail (Google Workspace)
• Feature/Setting: Use Google Apps Script; set trigger on Sheet updates from invoice tracking.

3.3. Xero
• Feature/Setting: Webhook or API (GET /invoices, POST /emails); trigger follow-up email on overdue invoices.

3.4. QuickBooks Online
• Feature/Setting: API (GET /v3/company/{companyId}/invoice, POST /send); automate on unpaid invoice detection.

3.5. Zoho Books
• Feature/Setting: Workflow Rules for Invoices; send reminders by configuring conditions and template.

3.6. FreshBooks
• Feature/Setting: Event-based automation using FreshBooks API (GET /invoices, POST /reminders).

3.7. Mailgun
• Feature/Setting: Send email with API (POST /messages); integrate with ERP triggers for real-time dispatch.

3.8. SendGrid
• Feature/Setting: Transactional Templates; use API (POST /mail/send) with dynamic data merge.

3.9. Salesforce
• Feature/Setting: Process Builder or Flows; trigger on Opportunity/Invoice objects using overdue logic.

3.10. HubSpot
• Feature/Setting: Workflows with Invoice triggers via API or native integrations for follow-up sequences.

3.11. Stripe
• Feature/Setting: Webhook for ‘invoice.payment_failed’; trigger POST to email service API.

3.12. Monday.com
• Feature/Setting: Automations; set “if status is overdue, then send email” using built-in workflow.

3.13. Slack
• Feature/Setting: Notification bot via workflow builder or API to alert team of overdue payments.

3.14. Pipedrive
• Feature/Setting: Automated emails using Workflow Automation; trigger on deal status indicating unpaid.

3.15. Trello
• Feature/Setting: Butler automation to trigger email via webhook on due date missed for invoice cards.

3.16. Odoo
• Feature/Setting: Automated actions on invoice state; configure email templates tied to payment status.

3.17. SAP Business One
• Feature/Setting: Workflow Management; set conditions for overdue invoices to trigger email tasks.

3.18. Oracle NetSuite
• Feature/Setting: SuiteFlow to trigger reminder emails based on payment status fields.

3.19. Sage Intacct
• Feature/Setting: Smart Rules/Smart Events on “AR Invoice” entity; automate email using condition triggers.

3.20. Intercom
• Feature/Setting: Automated outbound messages via API or Workflow on overdue invoice events.

3.21. Zendesk
• Feature/Setting: Trigger notifications or macros; send template when payment ticket is overdue.

3.22. Airtable
• Feature/Setting: Automations: “When record matches condition — status is overdue — send email.”

Benefits

4.1. Saves time by eliminating repetitive manual follow-up tasks for finance staff.
4.2. Ensures consistent, timely payment reminders and escalation routines.
4.3. Reduces days sales outstanding (DSO) and improves cash flow reliability.
4.4. Minimizes revenue leakage and missed collection opportunities.
4.5. Enables accurate record-keeping and improved audit trails for communications.