Late payment follow-up workflow

Purpose

1.1. Automate late payment follow-ups by tracking unpaid invoices, sending multichannel reminders, updating records, and escalating as required.
1.2. Automating consistent communication to clients about overdue payments to streamline cash flow, reduce manual workload, and improve collection rates for the laser tag center within the arts/recreation sector.
1.3. Automatedly integrate with accounting, CRM, and communication systems to reduce human error and maintain financial health.

Trigger Conditions

2.1. Automated trigger on invoice status set to “overdue” in accounts.
2.2. Manual override to initiate follow-up automation.
2.3. Scheduled automation for recurring payment checks (e.g., daily, weekly).

Platform Variants

3.1. Twilio SMS
• Function/API: Automated SMS reminders; configure `SendMessage` API with overdue customer data.
3.2. SendGrid
• Feature: Automated email alerts; configure transactional template and SMTP API for personalized reminders.
3.3. QuickBooks Online
• API: Automate invoice status polling via `Invoices API` and trigger reminder on status=overdue.
3.4. Stripe
• API: Use `Events API` for “invoice.payment_failed”; automate follow-up email or SMS.
3.5. Xero
• API: Automate fetching overdue invoices and trigger communications using the `GET Invoices` endpoint.
3.6. Slack
• API: Automated channel or DM alerts to finance team via `chat.postMessage` on overdue events.
3.7. Google Sheets
• Apps Script: Automate pulling list of overdue accounts and email reminder using `MailApp.sendEmail`.
3.8. HubSpot CRM
• Workflow: Automate task or email using workflow automation triggered by “deal overdue” property.
3.9. Salesforce
• Flow: Automate task, email, or call assignment using `Process Builder` triggered on overdue invoices.
3.10. Zoho Books
• API: Use `List Invoices` endpoint; automatedly send email via integrated template if overdue.
3.11. Zapier
• Automation: Multi-app automation; trigger on new overdue invoice and automate messaging steps.
3.12. Outlook 365
• API: Automate sending custom reminder emails using `SendMail` endpoint for overdue contacts.
3.13. FreshBooks
• API: Automate reminder emails via `send_invoice_reminder` endpoint on overdue.
3.14. Trello
• Automation: Automate card creation for finance team when overdue invoice is detected via integration.
3.15. Microsoft Teams
• API: Automate overdue alerts in team channels via `chatMessage` API.
3.16. Pipedrive
• Automation: Automate activity and email scheduling when a payment is overdue using workflow automation.
3.17. Mailgun
• API: Automate transaction email delivery and open tracking using `messages/send` endpoint.
3.18. ActiveCampaign
• Automation: Automated email series for overdue reminders using automation builder triggered by tag.
3.19. Monday.com
• Automation: Automate status change, automatic alert, or notification when payment overdue field is set.
3.20. Intercom
• API: Trigger automated in-app messages or emails to users with overdue payment via `messages` endpoint.
3.21. Zendesk
• Trigger: Automate support ticket creation for overdue payment cases using trigger rules.
3.22. Dropbox Sign (HelloSign)
• API: Automate sending of “promise to pay” forms via `send_signature_request` if payment late.

Benefits

4.1. Automates time-consuming follow-ups, freeing resources for higher-value work.
4.2. Ensures every late payment is addressed automatedly, improving collection success.
4.3. Reduces human error and automates escalation procedures for persistent late accounts.
4.4. Enables automating multichannel touchpoints—SMS, email, in-app—for better client reach.
4.5. Improves cash flow transparency via centralized, automated finance communications and updates.