Payment reminders and overdue alerts

Purpose

1.1. Automate detection of unpaid invoices and notify members with escalating reminders for outstanding flight, membership, and service fees.
1.2. Reduce manual tracking, ensure cashflow, improve member compliance, and prevent service disruptions by triggering reminders and overdue alerts via multiple communication channels.
1.3. Synchronize payment statuses with bank, club management, and accounting platforms for real-time debt status and efficient follow-up.

Trigger Conditions

2.1. Invoice due date reached with payment status “unpaid” or “partial.”
2.2. X days after due date without receipt of funds.
2.3. Manual flag by finance officer for custom reminders.
2.4. New invoice generated with future payment deadline registered.
2.5. Payment failure notification from payment gateway or bank feed.

Platform Variants

3.1. Twilio SMS
• Feature: SMS API – Send scheduled payment reminder messages.
• Sample configuration: Configure webhook to fire on overdue status, map recipient’s mobile, send custom SMS template.
3.2. SendGrid
• Feature: Transactional Emails – Automated email for invoice reminders.
• Sample: Use “Dynamic Templates,” API Key in script, trigger on X days post-due.
3.3. Outlook 365
• Feature: Calendar Reminders & Mail API – Auto-send reminders from club finance mailbox.
• Sample: Graph API for sending templated overdue notifications via club domain.
3.4. Google Workspace (Gmail)
• Feature: Apps Script/Mail API – Batch send reminder emails.
• Sample: Time-driven script that filters unpaid invoices, creates send queue.
3.5. Slack
• Feature: Incoming Webhooks – Post overdue summary to treasurer or committee channel.
• Sample: HTTP request with member, amount, and days overdue fields.
3.6. Microsoft Teams
• Feature: Adaptive Cards via Connector – Send alerts to finance team.
• Sample: Card shows member, invoice, and action buttons to log follow-up.
3.7. QuickBooks Online
• Feature: Invoice API – Track unpaid invoices, trigger automation.
• Sample: Webhook on “invoice.overdue” event.
3.8. Xero
• Feature: Reminders API – Schedule and customize escalation notices.
• Sample: “GET Invoices” API, then POST to contacts for automated emails.
3.9. Zoho Books
• Feature: Automated Reminders – Workflow for interval-based emails/SMS.
• Sample: “Configure automated reminders,” link to member contact info.
3.10. Stripe
• Feature: Billing Reminders – API to trigger “upcoming invoice” and “overdue invoice” notifications.
• Sample: Webhook integration for “invoice.payment_failed”.
3.11. PayPal
• Feature: Invoice Reminders – Send notification from Invoice API.
• Sample: “SendReminder” endpoint with invoice_id parameter.
3.12. FreshBooks
• Feature: Automatic Late Payment Reminders – API to auto-email clients.
• Sample: Enable “Late payment reminders,” connect contact email.
3.13. Wave
• Feature: Email Notification Rules – Schedule and dispatch reminders for unpaid invoices.
• Sample: Configure delay and repeat until payment.
3.14. SMS Gateway API (e.g., ClickSend)
• Feature: SMS API – Send bulk or individual SMS alerts.
• Sample: Use member phone DB, trigger script to fire on overdue.
3.15. Telegram
• Feature: Bot Notifications – Push alert to member or admin group.
• Sample: Bot token, message text with payment info.
3.16. Mailgun
• Feature: Email API – Custom programmatically sent notifications.
• Sample: POST to messages API on overdue detection.
3.17. Salesforce
• Feature: Workflow Rule/Process Builder – Trigger Chatter, email, or SMS on overdue.
• Sample: Set rule “IF invoice status = overdue THEN notify.”
3.18. Monday.com
• Feature: Automations – Board status triggers email/in-app notifications.
• Sample: “When status is overdue, notify member.”
3.19. HubSpot
• Feature: Workflow Automation – Send email or internal task for overdue invoices.
• Sample: Enroll contact in “payment reminder sequence.”
3.20. Sage
• Feature: Invoice Tracking/Reminders – Schedule emails for unpaid items.
• Sample: Activate reminder workflow for overdue clients.
3.21. Pabbly Connect
• Feature: Multi-app Automation – Link accounting, email, SMS, and notify.
• Sample: “If payment overdue, trigger email/SMS action.”
3.22. Zoho CRM
• Feature: Blueprint/Workflow – Automatic reminders to contacts.
• Sample: “Automated alert: unpaid invoice after 5 days.”

Benefits

4.1. Increases timely payment and improves cash position.
4.2. Reduces manual staff hours on debt chasing.
4.3. Offers multi-channel escalation to suit member preferences.
4.4. Minimizes risk of missed revenue and errors.
4.5. Ensures compliance with club payment policies.
4.6. Provides audit trail for payment communication actions.
4.7. Enhances reputation by maintaining professionalism and responsiveness.