Vendor payment reminders

Purpose

1.1. Automatically remind vendors of pending, upcoming, or overdue payments to maintain seamless inventory flow, reduce late charges, improve vendor relationships, and enhance overall financial discipline for adult entertainment retail operations.
1.2. Ensure timely payments to suppliers, enable systematic follow-up with transaction documentation, and minimize manual tracking of invoices across the adult products supply chain.

Trigger Conditions

2.1. Invoice status becomes "Due soon" based on predefined lead time (e.g., 5 days before due date).
2.2. Invoice status updates to "Overdue" in the store’s accounting system.
2.3. Receipt of a new invoice with payment term field.
2.4. Scheduled daily/weekly scan for outstanding vendor payments.

Platform Variants

3.1. Twilio (Programmable Messaging API)
• Feature/Setting: Automated SMS with due date pulled from ERP; Configure webhook to send SMS template to vendor number.
3.2. SendGrid (Mail Send API)
• Feature/Setting: Automated reminder email; Configure "Dynamic Transactional Templates" with due/overdue tags.
3.3. Slack (Incoming Webhooks)
• Feature/Setting: Notify internal procurement/finance channel; Configure webhook on overdue invoices.
3.4. QuickBooks Online (Reminders API)
• Feature/Setting: Schedule reminder emails on unpaid bills using "Send automatic reminders" toggle.
3.5. Xero (Accounts Payable API)
• Feature/Setting: Trigger payment alert workflow using [Invoices > Reminders] endpoint.
3.6. Microsoft Teams (Adaptive Cards)
• Feature/Setting: Automated card to vendor group chat or finance channel; use "Send Adaptive Card" bot.
3.7. Gmail (Gmail API - Send)
• Feature/Setting: Automated email using draft and scheduled mode via API.
3.8. Outlook 365 (Mail.Send API)
• Feature/Setting: Auto-send payment emails with personalized templates via rules and API call.
3.9. Zoho Books (Bills API)
• Feature/Setting: Auto-reminder using "Send Reminder" action on bills.
3.10. FreshBooks (Automated Reminders)
• Feature/Setting: Configure recurring payment reminders in "Reminders" settings.
3.11. Stripe (Billing API – Invoice Upcoming webhook)
• Feature/Setting: Use webhook for "invoice.upcoming" to trigger reminder email/SMS.
3.12. SAP Concur (Invoice Reminders)
• Feature/Setting: Trigger customizable email reminders using "Schedule Reminder" option.
3.13. HubSpot (Workflows API)
• Feature/Setting: Workflow to notify vendors via email task creation with due date merge fields.
3.14. Monday.com (Automations – Due Date Arrives)
• Feature/Setting: “When due date arrives, send notification” automation for vendor boards.
3.15. Trello (Butler Automation)
• Feature/Setting: Butler rule to send email/card to vendor when payment is due.
3.16. Asana (Custom Rules)
• Feature/Setting: Automated task comment/email when "Payment due" field is triggered.
3.17. Salesforce (Process Builder – Scheduled Actions)
• Feature/Setting: Schedule reminder email when vendor invoice is X days from due.
3.18. Zoho CRM (Workflow Rules)
• Feature/Setting: Workflow rule to send notification using “Webhook” at status = “Due”.
3.19. WhatsApp Business API
• Feature/Setting: Schedule template notification to vendor number before due date.
3.20. PagerDuty (Event API)
• Feature/Setting: Create critical alert for finance owner when invoice overdue threshold is breached.
3.21. Intercom (Outbound Messages API)
• Feature/Setting: In-app or email message to vendor user on payment milestones.
3.22. Zoho Creator (Deluge Script API triggers)
• Feature/Setting: Custom script to trigger vendor reminders on invoice workflows.

Benefits

4.1. Drastically reduces missed payments and penalties.
4.2. Streamlines financial operations with minimal manual oversight.
4.3. Enhances vendor trust and partnership by proactive communications.
4.4. Centralizes reminders across channels (SMS, email, in-app, chat).
4.5. Scales with business needs, supporting multiple notification platforms.