Deposits and advance payment requests automated

Purpose

1.1. Fully automate the process of requesting and collecting deposits or advance payments after quote approval within air duct cleaning, syncing data with CRM, accounts, and notifications.
1.2. Eliminate manual follow-up, reduce delays in job scheduling, and ensure compliance through auditable digital records.
1.3. Initiate workflows immediately upon quote acceptance, triggering payment requests, verification, reminders, ledger entry, and status updates.
1.4. Enable integration with multiple payment gateways and communications channels tailored for clients (B2C/B2B).

Trigger Conditions

2.1. Quote status is marked “Approved” by client in CRM or quoting tool.
2.2. Booking status is moved to “Pending Deposit” in scheduling software.
2.3. Email confirmation or digital signature of acceptance received.
2.4. Manual override or CRM workflow stage change triggers payment collection.

Platform Variants

3.1. Stripe
• Feature/Setting: Payment Intent API — auto-generate deposit request link; configure webhook for payment status.

3.2. Square
• Feature/Setting: Invoices API — create and email payment-request invoice upon approval; auto-update payment status.

3.3. PayPal
• Feature/Setting: Send Invoice endpoint — trigger automated invoice with deposit line item and due date.

3.4. QuickBooks Online
• Feature/Setting: Create Invoice API — auto-generate and send invoice, set deposit amount, log payment in ledger.

3.5. Xero
• Feature/Setting: Invoices API — configure to create advance-payment invoice, schedule reminders, and sync to jobs.

3.6. FreshBooks
• Feature/Setting: Automated Payment Reminders — auto-send payment links when status set to “Deposit Required.”

3.7. Zoho Books
• Feature/Setting: API or Workflow Rules — trigger deposit invoicing and sync to CRM with payment follow-up.

3.8. Salesforce
• Feature/Setting: Process Builder or Flow — auto-initiate deposit request workflow on opportunity stage change.

3.9. HubSpot
• Feature/Setting: Workflow Automation — initiate payment action, send reminders, and log activities in timeline.

3.10. Jobber
• Feature/Setting: Request Deposit Rule — automatically add deposit demand to invoice after quote approval.

3.11. ServiceM8
• Feature/Setting: Required Deposit Automation — create deposit task and send SMS/Email on job confirmation.

3.12. SendGrid
• Feature/Setting: Automated Transactional Email — email deposit request with dynamic payment link.

3.13. Twilio SMS
• Feature/Setting: Programmable Messaging — send instant SMS payment links when deposit is requested.

3.14. Mailgun
• Feature/Setting: Event-Triggered Email — deposit request email triggered from CRM status.

3.15. Monday.com
• Feature/Setting: Automation Recipes — create item for deposit status and ping finance team or client.

3.16. ClickSend
• Feature/Setting: SMS Status Workflow — deliver bulk or targeted SMS payment reminders.

3.17. Wave Accounting
• Feature/Setting: API-Driven Invoice Creation — generate and send deposit invoice with auto-payment follow-up.

3.18. Sage Intacct
• Feature/Setting: API Automation — create deposit invoicing and AR updates via integration flow.

3.19. DocuSign
• Feature/Setting: Envelope webhook — after signing, trigger deposit payment step automatically.

3.20. PandaDoc
• Feature/Setting: Document Automation API — link approval event to payment request trigger within workflow.

Benefits

4.1. Eliminates manual intervention and reduces administrative errors or delays.
4.2. Improves cash flow with faster deposit collection and automated reminders.
4.3. Ensures consistent, traceable processes for compliance and audit-readiness.
4.4. Centralizes communications and record-keeping by linking CRM, invoicing, and payment status updates.
4.5. Enhances professional image by providing smooth, automated client experience.