Payment reminders and overdue follow-ups

Purpose

1. Automate payment reminders and overdue follow-ups to ensure timely payments by clients and reduce accounts receivable for architectural and engineering model makers.

2. Automatedly trigger reminders before due dates, escalate upon overdue, and document follow-up actions for efficient accounts workflow automation.

3. Automating both email and SMS channels to enhance reach and customization for client communication.

4. Integrate with invoicing/accounting platforms to monitor payment status, automate report generation, and automate follow-through on unpaid invoices.

5. Automation enables scale, accurate recordkeeping, cash flow management, and reduces manual follow-up needs.

Trigger Conditions

1. Automated timer for X days before payment due date.

2. Status field update to ‘Invoice Sent’ without confirmation of payment.

3. Automatedly detected overdue—number of days post-due date without receipt logged in system.

4. Payment not marked as received in accounting platform by the agreed date.

5. Recurring monthly/weekly trigger for outstanding payments.

Platform Variants

1. Twilio SMS

• Feature/Setting: Integrate with Twilio Programmable Messaging API. Setup automator to send templated SMS when invoice is nearing/overdue (sample endpoint: /Messages, api.twilio.com).
  

2. SendGrid

• Feature/Setting: Configure SendGrid Mail Send API to automate batch and single reminder emails on schedule (sample endpoint: /mail/send).
  

3. Gmail API

• Feature/Setting: Automate sending personalized overdue reminders using Gmail API ‘users.messages.send’ endpoint.
  

4. Outlook 365

• Feature/Setting: Use Microsoft Graph /sendMail endpoint to automate follow-up emails via automated workflow configuration.
  

5. QuickBooks Online

• Feature/Setting: Monitor overdue invoices with QuickBooks ‘GET /invoices’ API, trigger automated reminders and log each activity.
  

6. Xero

• Feature/Setting: Use Xero Accounting API ‘GET /Invoices’, automate action if ‘DueDate < Current Date’.
  

7. FreshBooks

• Feature/Setting: Trigger FreshBooks Invoice Events webhooks for overdue invoices, automate email via FreshBooks API.
  

8. Zoho Books

• Feature/Setting: Fetch invoices from Zoho Invoice API, automate reminders or create follow-up tasks when unpaid.
  

9. Stripe

• Feature/Setting: Listen to payment_intent.status events, automate follow-ups for payment_intent.failed.
  

10. PayPal

• Feature/Setting: Use ‘GET /v2/invoicing/invoices’ for status checks, automate reminders for those with status = SENT/UNPAID.
  

11. HubSpot

• Feature/Setting: Automate CRM deal workflows to email/sms overdue reminders using HubSpot Workflow automator tool.
  

12. Salesforce

• Feature/Setting: Use Process Builder with Opportunity/Invoice status to automate overdue emails.
  

13. Slack

• Feature/Setting: Automated reminders to finance or client manager channel using Slack ‘chat.postMessage’.
  

14. Pipedrive

• Feature/Setting: Workflow Automations setup to track overdue deals/invoices and automate reminders.
  

15. Monday.com

• Feature/Setting: Automate custom item status triggers and email/in-app reminders using Automations Center.
  

16. Asana

• Feature/Setting: Use Rules to automate follow-up tasks for invoices not marked as paid after X days.
  

17. Trello

• Feature/Setting: Butler automation to move invoice cards to ‘Overdue’ and send reminders.
  

18. Mailgun

• Feature/Setting: Automated transactional email reminders through Mailgun Send Email API.
  

19. Microsoft Power Automate

• Feature/Setting: Automate recurring scheduled flows using connectors for email/SMS across O365, Twilio.
  

20. Telegram Bot API

• Feature/Setting: Automate bot-messages to clients using sendMessage endpoint when a payment status is overdue.
  

Benefits

1. Automates escalation of unpaid invoices and reduces days sales outstanding.

2. Automated processes minimize human error and missed follow-ups.

3. Saves staff time via workflow automation, improving profitability.

4. Improves client experience with timely, consistent communication automatedly.

5. Streamlines accounts, enhances cash flow predictability, and enables business scaling through automation.