Payment reminder workflows for outstanding dues

Purpose

1. The purpose is to automate, streamline, and enforce timely payment collections for outstanding dues from bowling club members, ensuring healthy cash flow, improving accountability, and maintaining transparent financial management within a sports club context.

2. The automation reduces manual administrative workload, provides timely and consistent reminders, escalates overdue notifications, and facilitates reconciliation in accounting records.

Trigger Conditions

1. Scheduled check of member accounts showing overdue balances past a set threshold (e.g., 7, 14, or 30 days).

2. Receival of new invoice and non-payment within defined period.

3. Manual tagging of specific members’ accounts for priority reminders.

4. Payment status updated to 'Overdue' in club management system.

Platform Variants

1. Twilio (SMS)

• Feature/Setting: Automates SMS reminders via API, configure “Messages” endpoint to send payment reminders.
  
• Sample: Use POST to /2010-04-01/Accounts/{AccountSid}/Messages.json with personalized template.
  

2. SendGrid (Email)

• Feature/Setting: Automated email campaigns, configure Scheduled Send with dynamic templates via “Mail Send” API.
  
• Sample: POST to /v3/mail/send with merge fields (member, amount due, due date).
  

3. Slack

• Feature/Setting: Automated DM reminders via "chat.postMessage" API to notify internal staff about delinquent members.
  
• Sample: POST to /api/chat.postMessage with custom overdue alert.
  

4. Microsoft Teams

• Feature/Setting: Automated message posting in specific channels via "Create chatMessage" in Graph API for finance team notifications.
  
• Sample: POST to /teams/{team-id}/channels/{channel-id}/messages.
  

5. QuickBooks Online

• Feature/Setting: Automatic tagging and emailing of overdue invoices using "Send Invoice" API.
  
• Sample: POST to /v3/company/{companyId}/invoice/send.
  

6. Stripe

• Feature/Setting: Automated payment links/resend reminders via “Invoice Reminder” API.
  
• Sample: POST to /v1/invoices/{invoice}/send.
  

7. Xero

• Feature/Setting: Automates email reminder triggers using "Create Reminders" API.
  
• Sample: POST to /api.xro/2.0/Reminders.
  

8. Zoho Books

• Feature/Setting: Automates payment reminders and escalation emails using "Automated Reminders" API.
  
• Sample: POST to /api/v3/reminders.
  

9. Mailgun

• Feature/Setting: Automated batch email reminders via "messages" API endpoint.
  
• Sample: POST to /v3/{domain}/messages.
  

10. Gmail API

• Feature/Setting: Automated email reminder drafts and sends via "Users.messages.send".
  
• Sample: POST to /gmail/v1/users/{userId}/messages/send.
  

11. Salesforce

• Feature/Setting: Automates reminder tasks through "Create Task" or "Send Email" via REST API.
  
• Sample: POST to /services/data/vXX.X/sobjects/Task.
  

12. HubSpot

• Feature/Setting: Automated workflow triggers for overdue payments via "Workflows" and "Email Send" API.
  
• Sample: POST to /automation/v3/workflows/{workflowId}/enrollments.
  

13. Outlook/Office365

• Feature/Setting: Automated reminder emails using "SendMail" Graph API.
  
• Sample: POST to /me/sendMail with structured message.
  

14. WhatsApp Business API

• Feature/Setting: Automated WhatsApp reminders using "messages" endpoint.
  
• Sample: POST to /v1/messages with template payload.
  

15. FreshBooks

• Feature/Setting: Automated payment reminders using "Invoice Reminder" API.
  
• Sample: POST to /accounting/account/{accountId}/invoices/invoice_reminder.
  

16. Discord

• Feature/Setting: Automated notifications via "Create Message" API in club officer channels.
  
• Sample: POST to /channels/{channel.id}/messages.
  

17. Pabbly Connect

• Feature/Setting: Multi-channel automation, set up payment reminder workflow and automate API call per schedule.
  

18. Plivo

• Feature/Setting: Automated SMS reminders via "Send Message" API.
  
• Sample: POST to /v1/Account/{auth_id}/Message/.
  

19. ActiveCampaign

• Feature/Setting: Automated email sequence for overdue reminders using "Automations" API.
  
• Sample: POST to /api/3/automations.
  

20. Zendesk

• Feature/Setting: Automated ticket creation for overdue accounts for finance review via "Tickets" API.
  
• Sample: POST to /api/v2/tickets.json.
  

21. Google Sheets

• Feature/Setting: Automatedly create and update sheets for tracking outstanding balances and triggered reminders using “Sheets API”.
  
• Sample: POST to /v4/spreadsheets/{spreadsheetId}/values.
  

22. Airtable

• Feature/Setting: Automated record updates and notification emails via “Automations” and API.
  
• Sample: PATCH to /v0/{baseId}/{tableName}/{recordId}.
  

23. Monday.com

• Feature/Setting: Automatedly add items and notify users about payment status changes via “create_item” API.
  

Benefits

1. Automated reminders save time, reduce manual labor, and eliminate human error.

2. Automating notifications improves consistency, ensuring no member is missed.

3. Automation provides escalation paths (SMS, email, chat), covering multiple channels.

4. Automate tracking and reconciliation within accounting software, enhancing accuracy.

5. Ensures improved club cash flow through timely, repeated communications.

6. Increases transparency via automated audit trails in all reminders sent.

7. Automatable analytics on payment patterns and member responsiveness.

8. Supports scaling club operations without proportional admin growth.

9. Provides a methodical, automator approach to stress-free financial management.