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Automated notifications to finance team for payment tracking

Purpose

1.1. Ensure the finance team receives immediate, accurate updates on invoice status, including sent invoices, payment received, overdue accounts, or payment failures for efficient payment tracking, reconciliation, and customer communication.
1.2. Automate multi-channel alerts (email, SMS, chat, push) to eliminate manual notifications and reduce missed or delayed financial actions in the HVAC air conditioning repair business.

Trigger Conditions

2.1. New invoice issued to customer.
2.2. Payment received (partial or full) as logged in accounting/CRM software.
2.3. Invoice status changes to overdue.
2.4. Payment failure/chargeback detected in payment gateway.
2.5. Scheduled reminder—pending invoice X days before/after due date.

Platform Variants

3.1. Gmail API
• Feature: “Send Email”
• Setting: Automate draft/scheduled emails to [email protected] upon payment events, using OAuth2 and templated HTML email.

3.2. Outlook 365 API
• Feature: “Send Mail” endpoint
• Setting: Trigger custom emails to accounts team from invoice workflows.

3.3. Slack
• Feature: “chat.postMessage”
• Setting: Auto post message to #finance-alerts with invoice #, amount, customer name at trigger.

3.4. Microsoft Teams
• Feature: “Create Chat Message”
• Setting: Push card or alert to Finance channel when overdue detected.

3.5. Twilio SMS
• Feature: “Messages API - Message Create”
• Setting: Send SMS notification to finance lead on payment received/failed.

3.6. SendGrid
• Feature: “Mail Send API”
• Setting: Email finance with detailed invoice PDFs on payment receipt.

3.7. Mailgun
• Feature: “Messages API”
• Setting: Bulk/transactional payment follow-up emails routed to finance support.

3.8. QuickBooks Online
• Feature: “Invoice Update Webhook”
• Setting: On status change, webhook triggers notification workflow.

3.9. Xero
• Feature: “Webhook for Invoice Events”
• Setting: Real-time alert to finance chat/email on invoice overdue.

3.10. Stripe
• Feature: “Payment Intent Succeeded/Failed Webhook”
• Setting: Push notification to payment-tracking group when payment event occurs.

3.11. Zoho Books
• Feature: “Automation Rule for Invoice Event”
• Setting: Auto-send email/SMS to finance on payment, overdue, or voided invoice.

3.12. FreshBooks
• Feature: “Event Notification”
• Setting: Custom alert to finance for each invoice marked overdue.

3.13. Salesforce
• Feature: “Process Builder - Email Alert”
• Setting: Finance notified on opportunity/invoice stage changes.

3.14. HubSpot
• Feature: “Workflows Automation”
• Setting: Finance team internal notifications based on payment milestones.

3.15. Trello
• Feature: “Card Create Automation”
• Setting: Create card in finance board on payment overdue.

3.16. Asana
• Feature: “Task Creation via API”
• Setting: Task auto-assigned to finance with payment task details.

3.17. Monday.com
• Feature: “Automations - Notification”
• Setting: Finance notified via board update when payment event occurs.

3.18. PagerDuty
• Feature: “Events API”
• Setting: Trigger urgent finance incident on failed payment exceeding threshold.

3.19. Pushover
• Feature: “Message API”
• Setting: Mobile push to key finance admin with invoice # and status.

3.20. Discord
• Feature: “Webhook”
• Setting: Bot post in finance channel when overdue payment logged.

3.21. Zoho Cliq
• Feature: “Send Message API”
• Setting: Finance chat ping for overdue invoice with action plan.

3.22. WhatsApp Business API
• Feature: “Send Message”
• Setting: Finance heads alerted for high-value payment failures.

Benefits

4.1. Prompt payment follow-up, reducing DSO (days sales outstanding).
4.2. Minimizes manual errors/missed payments.
4.3. Accelerates customer resolution of payment issues.
4.4. Enhances visibility and accountability for finance processes.
4.5. Multi-channel delivery ensures team never misses critical payment alerts.

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