Automated late payment reminders and penalties

Purpose

1.1. Automate detection of overdue payments, dynamically sending reminders to members and applying penalty charges once specific thresholds are breached in aquatic centre memberships, classes, or facility bookings.
1.2. Automating the entire follow-up reduces manual monitoring, improves cash flow, and ensures consistent enforcement of payment policies.
1.3. The automation tracks due dates, triggers escalating reminders, calculates penalties, and logs all actions for compliance and reporting.

Trigger Conditions

2.1. Automatedly triggered on invoice due date without receipt of payment.
2.2. Automates additional triggers based on multiple overdue intervals (e.g., 3, 7, 14 days overdue).
2.3. Can automate triggers on failed attempted recurring payment charges or failed direct debit events.

Platform Variants

3.1. Stripe
• Feature/Setting: Events API; automate listening to `invoice.payment_failed` for triggering reminders.

3.2. Xero
• Feature/Setting: Webhooks/API; automate fetching overdue invoices, automating reminder dispatch and penalty entries.

3.3. QuickBooks
• Feature/Setting: Automated Workflows; automates sending reminders on past-due invoices via the API.

3.4. Zoho Books
• Feature/Setting: Workflow Rules; automate conditions for late reminders and penalty invoice creation.

3.5. Square
• Feature/Setting: Payment API with webhook on charge status; automate failed/overdue event triggers.

3.6. FreshBooks
• Feature/Setting: Automated client reminders configuration; automate penalties via API for overdue invoices.

3.7. Chargebee
• Feature/Setting: Dunning Management; automating multiple reminder stages and penalty application.

3.8. Recurly
• Feature/Setting: Event Notifications; automate event triggers on late payments for reminders/penalties.

3.9. Salesforce
• Feature/Setting: Process Builder / Flows; automate scheduled reminders and field updates for penalties.

3.10. HubSpot
• Feature/Setting: Workflows tool; automates sequences for overdue contacts and follow-up reminders.

3.11. Mailgun
• Feature/Setting: Email API; automate batch sending of late payment emails based on dynamic triggers.

3.12. Twilio SMS
• Feature/Setting: Programmable Messaging API; automate sending SMS reminders to overdue members.

3.13. WhatsApp Business API
• Feature/Setting: Automate sending templated reminder messages for late payments.

3.14. SendGrid
• Feature/Setting: Email Automation API; automating bulk reminder dispatch with dynamic penalty clauses.

3.15. Slack
• Feature/Setting: Incoming Webhooks; automate team notification of chronic late-payers or penalty events.

3.16. Zendesk
• Feature/Setting: Ticket Automation; creates tickets for staff follow-up on high-risk overdue accounts.

3.17. Google Sheets
• Feature/Setting: Apps Script Triggers; automate tracking overdue entries and timestamping reminders/penalties.

3.18. Microsoft Power Automate
• Feature/Setting: Scheduled Flows; automate scanning for overdues in finance systems and initiate reminders.

3.19. Pabbly Connect
• Feature/Setting: Multi-app automation visual builder; automate end-to-end overdue tracking and reminders.

3.20. Monday.com
• Feature/Setting: Automations; automate status changes and communication for overdue member payments.

3.21. Intercom
• Feature/Setting: Automated Messaging; automate overdue payment nudges via live chat and email.

3.22. ActiveCampaign
• Feature/Setting: Automation builder for email/SMS reminders and trigger-based penalty notifications.

Benefits

4.1. Automates repetitive follow-up, improving payment timeliness with minimal staff intervention.
4.2. Automated escalation ensures compliance with penalties and communication policies.
4.3. Automating reminders reduces manual workload, operational cost, and error risk.
4.4. Automation yields comprehensive tracking of all late payment interactions for reporting and audits.
4.5. Improves member accountability while reserving staff effort for high-value, non-automatable tasks.