Automated payment reminders to clients

Purpose

1.1. Ensure clients receive timely reminders for unpaid invoices, improving cash flow and reducing overdue accounts.
1.2. Eliminate manual tracking and follow-up, reducing administrative errors.
1.3. Systematize payment communications for all clients with audit trails for compliance.
1.4. Adapt messaging channels per client preference—email, SMS, WhatsApp, or voice.
1.5. Integrate with accounting systems for up-to-date status and automatic workflow updates.

Trigger Conditions

2.1. Invoice due date is reached with payment pending.
2.2. Invoice remains unpaid for defined periods post-due (e.g., 3-days, 7-days, 30-days overdue).
2.3. Invoice marked as overdue in accounting/billing platform.
2.4. Partial payment detected without full settlement.
2.5. Periodic batch process checks for aged receivables.

Platform Variants

3.1. Twilio
• Feature/Setting: Programmable SMS
• Sample: Set trigger on unpaid invoice, configure SMS template with invoice details, send to client mobile.
3.2. SendGrid
• Feature/Setting: Email API Send
• Sample: Auto-generate reminder email, populate with invoice fields, trigger by webhook from accounting software.
3.3. WhatsApp Business API
• Feature/Setting: Message template via API
• Sample: Approved reminder template sent to verified client WhatsApp number when overdue.
3.4. Slack
• Feature/Setting: Incoming Webhooks
• Sample: Notify account manager in Slack when client is overdue for rapid follow-up.
3.5. Xero
• Feature/Setting: Webhook on invoice state
• Sample: Listen for invoice status changes and trigger reminder automation.
3.6. QuickBooks Online
• Feature/Setting: API GetInvoices, SendEmail
• Sample: Poll invoices, auto-email reminders to customers via QuickBooks email.
3.7. FreshBooks
• Feature/Setting: Invoice Events + Email API
• Sample: Detect unpaid invoices, send email or push notification.
3.8. Zoho Books
• Feature/Setting: Automation Workflow, Send Email
• Sample: Rule for days overdue, automated email from Zoho Books.
3.9. Gmail API
• Feature/Setting: Drafts, SendMail API
• Sample: Generate draft or auto-send with dynamic merge fields per client.
3.10. Outlook 365
• Feature/Setting: Mail.Send API
• Sample: Compose and send reminder using client details from finance system.
3.11. Mailgun
• Feature/Setting: Messages API
• Sample: Batch process overdue reminders as per schedule.
3.12. HubSpot
• Feature/Setting: Workflow Automation + Email
• Sample: Trigger sequences for overdue invoice notification.
3.13. Salesforce
• Feature/Setting: Process Builder, Send Email Action
• Sample: Configure logic to identify and remind overdue clients.
3.14. Stripe
• Feature/Setting: Billing Reminders API
• Sample: Enable automated reminder emails from Stripe’s invoice system.
3.15. PayPal
• Feature/Setting: Invoicing API
• Sample: Set automatic reminder toggle for issued invoices.
3.16. Microsoft Power Automate
• Feature/Setting: Scheduled/Triggered Flows
• Sample: Flow checking accounting system, sends notifications via email/SMS.
3.17. Zapier
• Feature/Setting: Multi-step Zap
• Sample: Triggered by invoice status, sends reminders via specified app.
3.18. Pabbly Connect
• Feature/Setting: Workflow Trigger + Action
• Sample: On delay event in accounting app, triggers communication action.
3.19. Infusionsoft (Keap)
• Feature/Setting: Campaign Builder, Email Sequence
• Sample: Drip overdue reminders tied to invoice status.
3.20. Mailchimp
• Feature/Setting: Transactional Email
• Sample: Send personalized payment reminder using API trigger.
3.21. RingCentral
• Feature/Setting: SMS API
• Sample: Deliver SMS to clients directly from accounts team workflow.
3.22. Intercom
• Feature/Setting: Automated Messaging
• Sample: Align overdue invoices with client chat messages.
3.23. ActiveCampaign
• Feature/Setting: Automated Contact Email
• Sample: Populate invoice variables in timed email series.
3.24. Google Sheets
• Feature/Setting: Google Apps Script
• Sample: Scheduled script pulls overdue data and triggers email/SMS reminders.

Benefits

4.1. Reduces late payments and improves working capital.
4.2. Saves staff time, reducing repetitive tasks and error rates.
4.3. Ensures consistent, timely communication with clients.
4.4. Enables multichannel messaging for higher client response rates.
4.5. Integrates real-time with firm and client-side systems for accuracy.
4.6. Generates audit trails and compliance-ready logs for review.
4.7. Scalable—manages volumes from solo accountants to large practices.
4.8. Data-driven—allows analysis of response times and invoice patterns.