Tracking and reporting of outstanding payments

Purpose

1.1 Enable automatic monitoring, notification, and reporting for overdue class fees ensuring instructors and admin are promptly alerted and outstanding balances are regularly updated in records.
1.2 Reduce manual intervention in identifying delayed payments, streamline communication reminders, and support financial reconciliation for Aerial Dance studio operations.
1.3 Collect, aggregate, and visualize overdue payment data for performance tracking and data-driven business decisions.

Trigger Conditions

2.1 New invoice entry matches “unpaid” state past a due date.
2.2 Payment not received X days after original due date.
2.3 Monthly/weekly scheduled batch check for outstanding balances.
2.4 Manual flag/set by admin for exception processing.
2.5 Failed payment attempt registered in payment gateway logs.

Platform Variants

3.1 Stripe
• Endpoint: “List Invoices” API to fetch unpaid invoices; Webhook for “invoice.payment_failed”.
• Usage: Query unpaid balances, trigger follow-up steps.

3.2 QuickBooks Online
• API: “Query Invoices” — filter where “Status=Open” and “DueDate < Today”.
• Usage: Generate report, automate overdue notices.

3.3 Xero
• Endpoint: “Get Invoices” (status=‘AUTHORISED’ or ‘OVERDUE’).
• Usage: Detect overdue clients and update CRM/payment chase list.

3.4 Zoho Books
• API: “List Invoices” with filter (status=“sent”), due date comparison.
• Usage: Send notification sequence to debtors.

3.5 Intuit Mailchimp
• Feature: Automated email workflow triggered on overdue tag.
• Usage: Schedule payment reminders.

3.6 Slack
• API: “chat.postMessage” to finance/admin channel.
• Usage: Internal alert for outstanding payments.

3.7 Twilio
• SMS API: “messages.create”.
• Usage: Send payment reminder SMS to customers.

3.8 HubSpot
• Feature: Workflow automation — trigger task/email when overdue field changes.
• Usage: Update client status or assign internal tasks.

3.9 SendGrid
• Endpoint: “Send Email” API; dynamic templates triggered on overdue records.
• Usage: Dispatch branded payment reminders.

3.10 Google Sheets
• API: Update worksheet with overdue status.
• Usage: Automatically log overdue details for offline tracking.

3.11 Microsoft Teams
• Webhook: Send adaptive card with overdue payment summary to channel.
• Usage: Notify team for escalation/follow up.

3.12 Salesforce
• Process Builder: Trigger task/email on overdue opportunity.
• Usage: Log case and alert sales/admin for follow-up.

3.13 Airtable
• Script block: Automated record update and overdue tagging.
• Usage: Maintain visible overdue dashboard.

3.14 Monday.com
• Automation: Change status/send notification when payment overdue column is set.
• Usage: Push task to responsible staff.

3.15 Notion
• API: Update status property and create notification page for overdue clients.
• Usage: Log issues and prompt admin review.

3.16 Pabbly Connect
• Trigger: Webhook on payment entry/due date check.
• Usage: Connect and start sequence via email/sms.

3.17 FreshBooks
• API: “Invoices List” filter (status=unpaid and overdue).
• Usage: Send reminders and report to admin.

3.18 Trello
• Automation: Move card to “Overdue” list and tag.
• Usage: Visually manage overdue accounts.

3.19 ActiveCampaign
• Automation: Payment trigger starts reminder campaign.
• Usage: Email sequence for past-due balances.

3.20 Zendesk
• Trigger: Create ticket for every overdue payment record.
• Usage: Assign and track follow-up resolution process.

3.21 PayPal
• IPN/Webhook: Detect failed/late payments, trigger workflow.
• Usage: Automate reminder or escalation.

4 Benefits

3.4.1 Reduces manual financial tracking overhead, enabling scale for growing class rosters.
3.4.2 Minimizes lost revenue by consistent and timely follow-up on delinquencies.
3.4.3 Promotes transparent reporting for studio manager, instructors, and finance team.
3.4.4 Enables a data-driven approach to payment collection and customer engagement.
3.4.5 Supports integration with communications and CRM tools for seamless operations.