Payment reminders and follow-up automation

Purpose

1.1 Automatically notify clients of upcoming, due, or overdue invoice payments to maximize on-time collections.
1.2 Reduce manual intervention by sending multi-channel reminders—email, SMS, voice, or app notification—at pre-set intervals.
1.3 Enable follow-up escalation flows for unpaid invoices, optionally integrating with accounting and CRM records.
1.4 Document communication history and update payment status in finance systems and dashboards.
1.5 Minimize late payments, administrative overhead, and client disputes by providing timely reminders and easy payment links.

Trigger Conditions

2.1 Invoice marked as sent or created in ERP/accounting platform.
2.2 Payment due date approaches, is reached, or is passed (e.g., 7, 3, 1 day(s) before, day of, N days overdue).
2.3 No payment confirmation received or no change in invoice status.
2.4 Manual flag for follow-up by finance or collections team.
2.5 Incoming payment partially received or rejected.
2.6 Invoice status updated externally (e.g., via portal, app, or bank integration).

Platform Variants

3.1 Twilio SMS
• Feature/Setting: Messaging API — Send pre-configured SMS template on due dates.
Example: Use `POST /Messages` with invoice and client details.
3.2 SendGrid
• Feature/Setting: Email API — Automate customizable email reminders for invoice events.
Example: Trigger `POST /mail/send` with invoice template, recipient, and dynamic links.
3.3 DocuSign
• Feature/Setting: Connect API — Send reminders for payment-linked document signatures.
Example: Use `POST /envelopes/{envelopeId}/notifications` for overdue contracts.
3.4 Stripe
• Feature/Setting: Invoices API — Set up automatic reminders and retries for unpaid invoices.
Example: Use `POST /v1/invoices/{id}/send` and configure dunning settings.
3.5 Xero
• Feature/Setting: Invoice endpoint — Retrieve overdue invoices, flag and trigger email/SMS reminders.
Example: Pull via `GET /invoices` and monitor payment status webhooks.
3.6 QuickBooks Online
• Feature/Setting: Invoices API — Automate reminders based on due date and payment status.
Example: Use `GET /v3/company/{company_id}/invoice` plus custom automation.
3.7 Slack
• Feature/Setting: Incoming Webhooks — Notify internal teams of overdue follow-ups.
Example: Send JSON payload to Slack channel via webhook URL.
3.8 Outlook 365
• Feature/Setting: Graph API— Schedule/send payment reminder emails from shared finance inbox.
Example: Use `/sendMail` with dynamic template and recipient.
3.9 Salesforce
• Feature/Setting: Workflow Rules — Trigger client communication based on Billing Status field.
Example: Automate email task when status is "Overdue".
3.10 HubSpot
• Feature/Setting: Workflows — Automate reminders to clients for pending invoices.
Example: Workflow triggered by Invoice Due property.
3.11 Zoho Books
• Feature/Setting: Automated Reminders — Enable automatic emails/SMS to customers on set days.
Example: Configure under Reminders in Zoho Books settings.
3.12 Mailgun
• Feature/Setting: Messages API — Send transactional invoice reminders with tracking.
Example: Use `POST /messages` with variables for invoice and client.
3.13 FreshBooks
• Feature/Setting: Auto Late Payment Reminders — Enable reminder schedule in settings.
Example: Configure per client or invoice group.
3.14 Telegram
• Feature/Setting: Bot API — Personalized invoice reminders to clients or groups.
Example: Use `/sendMessage` with payment details and status.
3.15 WhatsApp Business API
• Feature/Setting: Template Messages — Send timely, template-based invoice notifications.
Example: Use session or template message flow for reminders.
3.16 Pipedrive
• Feature/Setting: Workflow Automation—Notify sales/finance for client follow-up on overdue invoices.
Example: Trigger activity assignment based on Deal Invoice Stage.
3.17 SAP Business One
• Feature/Setting: Service Layer — Monitor invoice table, trigger reminders.
Example: Use event notifications for AR Invoice Due Date.
3.18 Google Calendar
• Feature/Setting: Calendar API — Set payment due events/reminders for internal teams.
Example: `POST /calendars/calendarId/events`.
3.19 Zendesk
• Feature/Setting: Trigger/Automation — Create ticket for accounts team on overdue payments.
Example: Use business rules based on payment data import.
3.20 Monday.com
• Feature/Setting: Automation Recipes — Send reminders or create tasks when invoice items are overdue.
Example: Use “when date arrives + status is X, notify Y”.
3.21 Microsoft Teams
• Feature/Setting: Webhook/Adaptive Cards — Alert finance team chat of unpaid invoices.
Example: Send adaptive card with invoice info to Teams channel.

Benefits

4.1 Reduces manual chasing and oversight by automating reminders and escalations.
4.2 Improves cash flow and reduces overdue receivables through systematic, persistent reminders.
4.3 Enhances client experience with clear communications and frictionless payment routes.
4.4 Ensures auditability and traceability of all payment follow-up activity.
4.5 Customizable for channel, schedule, and content for different clients or debt levels.
4.6 Integrates seamlessly with ERP, CRM, and finance platforms to centralize invoice workflow management.