Notification of overdue payments and follow-up emails

Purpose

1.1. Automate the identification of overdue client payments for architecture practices.
1.2. Automate sending notification and gentle follow-up emails to clients whose invoices remain unpaid past due date.
1.3. Drive consistent cash flow and reduce manual financial admin through automation.
1.4. Automate escalation workflow for repeat offenders and notify internal finance staff to review chronic overdue accounts.
1.5. Maintain detailed automated logs of overdue notices for audit and client communications record.

Trigger Conditions

2.1. Invoice due date passed and marked unpaid in financial/ERP system.
2.2. Automated retrieval schedules (e.g., daily, hourly) detect overdue status.
2.3. Client-specific, threshold-based rules such as invoice > X days overdue triggers escalation.
2.4. Payment is not logged in the system within n days after previous follow-up.
2.5. Optional trigger: partial payments logged, but full payment due not received.

Platform Variants

3.1. Xero
• Feature/Setting: “Get Invoices” API with query filter: Status=‘OVERDUE’; Configure webhook to automate outbound emails via connected mail service.

3.2. QuickBooks Online
• Feature/Setting: “Invoices API” > query for status: Overdue; use automation to email via SMTP or external email provider.

3.3. FreshBooks
• Feature/Setting: “List Invoices” API, filter by late status and automate notifications using FreshBooks Messaging API.

3.4. Zoho Books
• Feature/Setting: “Invoices” API with filter for Past Due; automate follow-up notification using Zoho Mail integration.

3.5. Sage Business Cloud
• Feature/Setting: “GET Invoice” + status check overdue; automate with outbound email and SMS via Sage Contact.

3.6. Microsoft Outlook 365
• Feature/Setting: Automated email flows via “Send Email (V2)” and recurring schedule.

3.7. Gmail API
• Feature/Setting: Automate notification via “Users.messages.send” after overdue detected through finance tool integrations.

3.8. Twilio SMS
• Feature/Setting: Automate “Messages API” post-overdue detection for SMS follow-up.

3.9. SendGrid
• Feature/Setting: Configure “Mail Send API” for automated notice and follow-up email.

3.10. Slack
• Feature/Setting: Automate internal notice via “chat.postMessage” to finance or project group channels.

3.11. Stripe
• Feature/Setting: “List Invoices” API with status overdue; automate external comms via connected mail provider.

3.12. Pabbly
• Feature/Setting: Workflow automator on invoice overdue condition; triggers integrated SMTP or mailer action.

3.13. HubSpot
• Feature/Setting: Workflow automation with “List Deals” (filter overdue payments) and “Send Email” automation.

3.14. Salesforce
• Feature/Setting: Automate using “Invoice Object” triggers + Process Builder for follow-up email workflow.

3.15. Monday.com
• Feature/Setting: Automator for item status changes (e.g., overdue); “email” or “notification” action.

3.16. Trello
• Feature/Setting: Automation (Butler) with trigger on overdue card date; action: send email/SMS.

3.17. Asana
• Feature/Setting: Rules to automate overdue task triggers email notifications (Gmail/Outlook integration).

3.18. Mailgun
• Feature/Setting: REST API “messages” endpoint for automatedly triggered overdue payment emails.

3.19. ActiveCampaign
• Feature/Setting: Automate via “Automations” on tag/update for overdue payment to send email sequences.

3.20. Intercom
• Feature/Setting: Automated message campaigns triggered when payment data signals overdue.

3.21. Wave Accounting
• Feature/Setting: “Invoices API” with overdue status; automation initiates webhook for email or SMS notification.

3.22. Zoho CRM
• Feature/Setting: Workflow automation configured to trigger overdue payment reminders via integrated messaging.

Benefits

4.1. Automating overdue notifications reduces manual workload and ensures timely reminders to clients.
4.2. Automated follow-ups improve collection rates and professional financial discipline.
4.3. Automation supports customizable escalation policies for repeat late payers.
4.4. Creates a fully auditable communication trail via automation.
4.5. Automating notifications enhances financial forecasting and time utilization for design practitioners.
4.6. Robust automator coverage across platforms allows tailored communications by medium (email, SMS, in-app).
4.7. Automation improves client relationships by maintaining consistent, professional contact.
4.8. Multiple integrations enable automatable sync between accounting, email, and internal messaging.
4.9. Automated escalation ensures critical overdue accounts receive prompt human review.
4.10. Full automation of overdue payment follow-up supports compliance and audit-readiness.