Workflow for overdue payments and escalations

Purpose

1.1. Automate detection, notification, and escalation for overdue client payments to streamline receivables, improve cash flow, prompt client action, escalate persistent non-payment, log all actions, and integrate updates into accounting, CRM, and customer comms platforms for home appliance repair operations.

Trigger Conditions

2.1. Invoice marked unpaid after X days past due date.
2.2. Payment reminder ignored for Y days.
2.3. No acknowledgment or dispute received after second reminder.
2.4. Escalation required when overdue exceeds threshold (e.g., 30 days or more).

Platform variants

3.1. QuickBooks Online
• API: List Invoices, Get Invoice, Invoice Due Date filter, Update Invoice Status

3.2. Xero
• Function: GET/Invoices, Check status=‘AUTHORISED’, PATCH/Invoices for escalations

3.3. FreshBooks
• Endpoint: GET /invoices?status=overdue, POST /automated_notifications

3.4. Zoho Books
• API: List Invoices, Update Invoice, Send Reminder, Trigger Escalation Workflow

3.5. Stripe
• API: Retrieve Invoice, List Invoices, POST /invoices/{id}/send

3.6. PayPal
• API Method: GET /v2/invoicing/invoices?status=OVERDUE, POST Reminder

3.7. Twilio SMS
• Feature: Programmable Messaging
• Setting: To=customer number; Body=custom payment reminder

3.8. SendGrid
• Feature: Dynamic Transactional Templates
• Setting: Trigger on overdue status, To=email, custom subject/body

3.9. Mailgun
• API: /messages endpoint
• Setting: Scheduled sends, overdue template

3.10. Slack
• Feature: Incoming Webhooks
• Setting: Post channel notification to collections/escalation team

3.11. Microsoft Teams
• Connector: Incoming Webhook
• Setting: Send card to finance/escalation channel

3.12. Salesforce
• API: Query objects Invoice, Account; Task/Notification creation; Escalation Rule

3.13. HubSpot
• Endpoint: /crm/v3/objects/deals, /engagements/v1/email/send
• Setting: Update deal status, auto-email customer

3.14. Monday.com
• Automation: Change Item Status When Date Passed
• Notify finance, update board, escalate as item/tag

3.15. Zendesk
• Trigger: Ticket creation on escalation
• Setting: Auto-assign to collections, append overdue info

3.16. Asana
• Feature: Rule on Due Date Passed
• Setting: Create task for escalations with overdue context

3.17. Google Sheets
• Feature: Detection of overdue row via Apps Script or triggers
• Setting: Send email/call API on trigger

3.18. Outlook
• Feature: Automated Email Rules
• Setting: Template send on overdue/flagged invoice

3.19. DocuSign
• Feature: Send escalation letter for signature
• Setting: Template signers: customer, collections

3.20. Zapier Webhooks
• Feature: Incoming/Outgoing Webhook
• Setting: Trigger cross-platform notifications, sync statuses

3.21. ClickSend
• Feature: Send SMS
• Setting: Trigger with overdue message

3.22. Intercom
• Feature: Outbound Messages
• Setting: Send reminder via app chat widget

3.23. Pipedrive
• Function: Update Deal Stage, Send Email
• Setting: Move to ‘Collections’ stage if overdue

3.24. Airtable
• Automation: Script run on records with overdue field
• Setting: Send notification or webhook

3.25. Trello
• Feature: Butler Automation
• Setting: Move card to ‘Escalated’ list on due date passed

Benefits

4.1. Reduces manual workload for finance/admin teams.
4.2. Increases payment collection speed and consistency.
4.3. Minimizes human error in tracking/payment reminders.
4.4. Centralizes escalation history/audit trail.
4.5. Improves client communication and relationship via timely outreach and clear processes.