Reconciliation reminders for outstanding payments

Purpose

1.1. Ensure consistent cashflow and reduce revenue leakage by automating reminders for outstanding payments owed by customers, partners, or vendors.
1.2. Maintain updated accounts receivable, prompt debtors efficiently, and enable proactive collections across channels (email, SMS, instant messaging, voice, mail).
1.3. Align with integrated accounting/ERP for real-time balance status and escalate unresolved reminders automatically.
1.4. Improve customer communication, avoid service interruptions, and lower operational workload for finance and front desk staff.

Trigger Conditions

2.1. Invoice due date reached/passed and marked 'unpaid' in ERP or POS.
2.2. Manual initiation by finance manager for selective reminder dispatch.
2.3. Failed scheduled payment or direct debit attempt.
2.4. Partial payment detected (if balance remains outstanding).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API. Configure REST endpoint with recipient number, dynamic amount due, and branded template.
3.2. SendGrid
• Feature/Setting: Transactional Email API; insert invoice and due details into HTML template on due-date trigger.
3.3. Microsoft Outlook (Microsoft Graph API)
• Feature/Setting: /sendMail endpoint; set recipient, subject with "Payment Due", dynamic merge fields for personalization.
3.4. WhatsApp Business API
• Feature/Setting: /messages; push reminder message with customer name, amount, due date via WhatsApp template.
3.5. Slack
• Feature/Setting: chat.postMessage API; DM responsible team/channel if internal payment follow-up is needed.
3.6. Google Calendar
• Feature/Setting: events.insert; schedule payment due events/alerts for account managers.
3.7. Zoho Books
• Feature/Setting: /invoices/{invoice_id}/remind endpoint; auto-send reminder per outstanding invoice.
3.8. QuickBooks Online
• Feature/Setting: Send Payment Reminder API; trigger based on 'Open Balance' and specified reminding cadence.
3.9. Xero
• Feature/Setting: PUT Invoices endpoint; conditionally set reminder status flag.
3.10. Gmail
• Feature/Setting: Gmail API (messages.send); inject due-date message with invoice PDF attachment.
3.11. Zendesk
• Feature/Setting: Ticket update API; create or update ticket with subject ‘Outstanding Payment’ for customer service tracking.
3.12. Salesforce
• Feature/Setting: Process Builder or Flow to launch payment reminder emails/tasks when Opportunity/Invoice is due.
3.13. Mailgun
• Feature/Setting: /messages API; send bulk or individual reminders with variable substitution for personalized messaging.
3.14. HubSpot
• Feature/Setting: Workflow automation to auto-trigger templated payment emails for overdue deals.
3.15. Stripe
• Feature/Setting: /invoices/upcoming webhook; auto-send notification when scheduled payment fails.
3.16. FreshBooks
• Feature/Setting: Automated reminder configuration in 'Invoice' settings.
3.17. Pipedrive
• Feature/Setting: Workflow Automation or Deal stage webhook to alert sales/account reps of unpaid balances.
3.18. Monday.com
• Feature/Setting: Automations + Email integration; notify item owner when payment status column is 'Unpaid.'
3.19. Intercom
• Feature/Setting: Automated email or chat campaign triggered by overdue payment segment.
3.20. Odoo
• Feature/Setting: Automated action on 'Account Invoice' model; send reminder email/SMS for overdue invoices.
3.21. ActiveCampaign
• Feature/Setting: 'Deals' automation for follow-up sequences when deal payment field not marked as 'paid.'
3.22. Aircall
• Feature/Setting: Place automated call with script to customer on overdue status; log response.

Benefits

4.1. Reduce manual intervention in collections, freeing staff for higher value tasks.
4.2. Increase on-time payments and minimize bad debt write-offs.
4.3. Enhanced customer experience with timely, polite, and multi-channel reminders.
4.4. Full audit trail and reporting for compliance, reducing financial risk.
4.5. Scalable for high-volume, multi-location amusement center operations.