Automated late fee calculation

Purpose

1.1. Automate detection and calculation of late payment fees for aeroclub membership dues, flight bookings, or service invoices to ensure timely receipts and minimize revenue leakage.
1.2. Generate notifications and apply fees directly to member balance sheets, accounting systems, or billing records with rule-based precision.
1.3. Accelerate reconciliation and reporting processes for financial administrators in recreational flying clubs.

Trigger Conditions

2.1. Membership payment due date passes without receipt confirmation.
2.2. Invoice marked as outstanding beyond grace period in finance system.
2.3. System cron job or scheduled event for end-of-day ledger reconciliation.
2.4. Manual flagging by staff (optional override).
2.5. Event: Bank feed integration indicates missed transaction.

Platform Variants

3.1. Stripe
• API: `Invoice.finalization` and webhook event, calculate via `Invoice.get`
• Example: Configure webhook to catch unpaid event, trigger late fee via custom metadata update
3.2. Xero
• Feature: ‘Invoice Overdue’ smart list, set up scheduled API job using `GET /invoices?status=OVERDUE`, update using `PUT /invoices`
3.3. QuickBooks Online
• API: `Invoice.read` for due status, `Payment.create` for late fee, use custom fields
3.4. Zoho Books
• API: `invoices/list` for overdue, `invoices/update` to append late fee item
3.5. FreshBooks
• API: `invoice.list` and `invoice.update` to track and adjust overdraft
3.6. Salesforce
• Object Trigger: Scheduled Flow on Custom Object (Invoice, Payment), update field via Process Builder/Flow
3.7. SAP Business One
• API: `InvoicesService_GetInvoices`, build late fee rule via script, post via `JournalEntriesService_AddJournalEntry`
3.8. Oracle NetSuite
• SuiteScript: Scheduled Script for `transactionSearch`, update record with new charge
3.9. Microsoft Dynamics 365
• Power Automate: Trigger on invoice due, `Update record` for fee application
3.10. HubSpot
• Workflow: Trigger on deal stage ‘Overdue’, webhook to external service for fee calculation
3.11. Twilio SMS
• API: Trigger SMS with /Messages for late notice, include fee details in message body
3.12. Mailgun
• API: `messages.send` for dunning emails, dynamic template for fee breakdown
3.13. SendGrid
• API: `mail/send`, conditional dynamic template, insert fee line items
3.14. Google Sheets/Apps Script
• Script: Time-based trigger, check unpaid rows, auto-insert calculated fee in target cell
3.15. Airtable
• Automation: Scheduled record update, append late fee if overdue date detected
3.16. Plaid
• API: Monitor incoming payments; if not cleared, flag account for late fee logic
3.17. Braintree
• Webhook: Listen for `dispute_opened` or failed payment, append fee to transaction
3.18. Wave
• API: `GET /invoices?status=overdue`, add billable expense for late fee
3.19. PayPal
• IPN Handler/API: Invoice overdue event, send new invoice for late fee
3.20. Monday.com
• Automation: Date-based automation to mark as overdue → create ‘late fee’ subitem

Benefits

4.1. Minimizes manual administrative work and error rates.
4.2. Increases payment discipline among aeroclub members.
4.3. Improves financial forecasting and cash flow.
4.4. Ensures transparent, consistent enforcement of late fee policy.
4.5. Scalable for clubs of any size with diverse tech stacks.