Automated late payment follow-ups/escalations

Purpose

1.1. Automate identification of overdue invoices, trigger follow-ups, and escalate unresolved payments for auto electrical service providers in the repair industry.
1.2. Automates multi-channel notifications (email, SMS, calls, task assignments) to clients and internal teams when invoices cross aging thresholds.
1.3. Automating systematic communication ensures consistent late payment pursuit and reduces manual intervention.
1.4. Streamline disputes and escalation handling by automating escalation handover to management on unresponsive accounts.
1.5. Automator software initiates reminder cycles and escalating notifications based on pre-configured business rules and invoice data.

Trigger Conditions

2.1. Automate triggers when invoice due date is surpassed by X days without receipt of payment.
2.2. Automator monitors payment status changes in the accounting platform.
2.3. Automating escalations if no client response after a specific number of reminders.
2.4. Triggers when a customer’s overdue balance exceeds a set threshold.
2.5. Manual trigger available for high-priority escalations when flagged by staff.

Platform Variants

3.1. Xero
• Feature: Invoice webhooks, "GET Invoices", event trigger for "Invoice overdue". Configure event subscription and API endpoint for automated monitoring.
3.2. QuickBooks Online
• Setting: Automate "Reports API", "List Overdue Invoices". OAuth2 integration for extracting overdue invoice lists.
3.3. FreshBooks
• Feature: "List Invoices" endpoint, filter by "status=overdue", automate reminders using API PATCH to send "reminder_email".
3.4. Zoho Books
• Feature: Invoice automation workflows, configure auto-reminder sequence in "Automation Rules".
3.5. Microsoft Dynamics 365
• Setting: Configure "Power Automate" flow for overdue invoice entity from Dataverse.
3.6. SAP S/4HANA
• Feature: Use "SAP API Business Hub" - "A_Invoices API" for fetching and automating overdue status processing.
3.7. Oracle NetSuite
• Function: Scheduled SuiteScript for automating overdue invoice detection and escalation emails.
3.8. Stripe
• API: "Invoice.payment_failed", "Invoice.upcoming" webhook. Automate follow-up on unsuccessful collection attempts.
3.9. PayPal
• Feature: IPN (Instant Payment Notification) for missed payments, automate reminders by integrating transaction status update.
3.10. Square
• API: "ListInvoices" endpoint, filter by "status: UNPAID", automate follow-up with "CreateInvoiceReminder".
3.11. Twilio SMS
• Feature: Automatedly send SMS via "Messages API" on payment overdue events.
3.12. SendGrid
• API: "Send Email" endpoint for automating email reminder sequences.
3.13. Slack
• Feature: "chat.postMessage" API for internal escalation to finance or management team channels.
3.14. Microsoft Teams
• Setting: Use "Create chatMessage in a channel" API for automated team reminders on persistent late payers.
3.15. Asana
• API: "tasks.create", automate task assignment in collection projects when overdue thresholds are reached.
3.16. Trello
• Feature: "cards.create", automate card creation in escalation boards with overdue invoice data.
3.17. HubSpot
• Setting: Workflow automation via "Workflows" tool, automate sequence for overdue follow-ups and escalation email templates.
3.18. Salesforce
• Feature: Process Builder automation for "Invoice" object, automate trigger for overdue status and escalation tasks.
3.19. Zendesk
• API: "Ticket Creation" automation for payment escalation tickets.
3.20. Intercom
• Feature: Automated outbound messages using "Conversations API" to notify customers of overdue payments.
3.21. Gmail
• API: Automated email reminders using "Gmail API" and filters for overdue invoices.
3.22. Outlook
• Setting: "Automated email sequence" via Microsoft Graph "sendMail" endpoint when overdue detected.
3.23. Mailgun
• API: "Messages API" for automating late payment email reminders.
3.24. Pipedrive
• Feature: Workflow Automation for new activity creation linked to overdue invoices.

Benefits

4.1. Automates repetitive follow-up tasks, reducing manual workload.
4.2. Speeds up collection cycles by automating multi-channel reminders and escalation.
4.3. Standardizes communication, ensuring no customer slips through the cracks.
4.4. Allows escalations to be automatedly surfaced faster, improving cashflow.
4.5. Integrates cross-platform for a unified automation process, increasing efficiency for auto electrical service businesses.