Supplier invoice and payment reminders

Purpose

1. Automate timely reminders for supplier invoice payments to maintain seamless supply chain operations for Afghan restaurants.

2. Enhance supplier relationships by ensuring payments are never missed or delayed through automated communications.

3. Reduce administrative workload by minimizing manual follow-ups and tracking of supplier invoices.

4. Mitigate risks of supply interruptions due to overlooked or late payments.

5. Ensure regulatory and financial compliance with automated record-keeping and notification.

Trigger Conditions

1. New supplier invoice is recorded in the inventory or accounting system.

2. A due date approaches within a specified threshold (e.g., 7, 3, 1 days before due).

3. Payment status changes or remains unpaid past due date.

4. Invoice status marked as "pending" or "unpaid" in the system.

5. Manual override or escalation triggered by staff via dashboard or email.

Platform Variants

1. QuickBooks Online

 • API: Invoice endpoint – Poll or webhook for new/overdue invoices
 • Configuration: Monitor “due_date” and “status” fields for triggers

2. Xero

 • Function: Accounts Payable API – List & monitor invoices
 • Configuration: Filter by “dueDate” and “status=AUTHORISED”

3. Zoho Books

 • API: Invoices module – Fetch open/pending supplier invoices
 • Configuration: Schedule API calls to detect upcoming/past-due dates

4. Microsoft Dynamics 365

 • Feature: Accounts Payable automation with Power Automate
 • Setting: Configure triggers for invoice due dates, use “Send an email notification” action

5. SAP Business One

 • API: Service Layer – Query supplier invoice objects
 • Configuration: Set scheduled checks and reminder workflow

6. FreshBooks

 • Endpoint: Get Invoices API – Filter for unpaid; schedule reminder sequences
 • Setting: Map “due_date” and automated email triggers

7. Oracle NetSuite

 • Function: SuiteTalk SOAP Web Services – track AP records
 • Configuration: Notify users on invoices matching criteria (overdue/soon due)

8. Wave Accounting

 • Endpoint: Invoices API – List and filter on due dates
 • Setting: Automated messaging via integrations

9. Odoo

 • Feature: Automated Actions – monitor supplier invoices model
 • Setting: Trigger on date/due state, send email or text

10. Sage Intacct

 • Function: AP API – Retrieve unpaid invoices
 • Setting: Schedule checks and integrate with comms

11. Slack

 • API: chat.postMessage – Send internal reminders to ops team
 • Configuration: Map user/channel based on supplier/invoice owner

12. Gmail

 • API: Send email — Automated supplier reminder with invoice details
 • Setting: Compose subject/body dynamically from invoice data

13. Outlook

 • Feature: Power Automate integration – Send email from designated mailbox
 • Setting: Compose + auto-send on trigger

14. WhatsApp Business API

 • Endpoint: messages – Automated, template-based reminders to suppliers
 • Setting: Supplier phone number mapping

15. Twilio SMS

 • Function: Messages API – Dispatch payment reminders via SMS
 • Configuration: Schedule and personalize content

16. SendGrid

 • Endpoint: Mail Send API – Deliver batch-reminder emails
 • Setting: Use dynamic templates for invoice data

17. Mailgun

 • Feature: /messages API – Automated email sending to supplier contacts
 • Setting: Insert dynamic fields for supplier and payment info

18. Trello

 • API: Cards endpoint – Create or update tasks for overdue invoices
 • Setting: Auto-assign card to relevant staff

19. Monday.com

 • API: Item Create/Update – Push payment reminder as new items/tasks
 • Setting: Status tracking with due dates

20. Asana

 • API: Tasks – Generate tasks for supplier payment actions
 • Setting: Set due dates and assign to team

21. Zendesk

 • Endpoint: Tickets API – Create support tickets for unresolved payment issues
 • Setting: Route to finance or procurement

22. Notion

 • API: Create Page – Log reminders or unpaid invoices as database entries
 • Setting: Automated reminders inside Notion workspace

23. Google Calendar

 • API: Calendar Events – Schedule follow-up reminders/events
 • Setting: Event title/body with invoice details

24. DocuSign

 • API: Envelope Send – Automate sending of payment authorization forms
 • Setting: Trigger based on invoice nearing due

Benefits

1. Minimizes late payment risk and supplier penalties via proactive reminders.

2. Strengthens supplier trust, improving long-term collaboration.

3. Frees up staff time for higher-value inventory and procurement activities.

4. Flexible notifications via email, SMS, chat, or in-app tasks for multi-channel assurance.

5. Ensures comprehensive audit trail and electronic records of payment communications.

6. Scales with business volume and complexity without added overhead.