Payment follow-up reminders and overdue notices

Purpose

1.1. Automate the process of sending payment reminders and overdue notices to clients for air duct cleaning services to reduce manual follow-ups, increase on-time collections, streamline accounting, maintain customer relationships, and provide audit trails.
1.2. Deliver timely notifications via email, SMS, and messaging apps to alert clients of pending and overdue payments, integrating with invoicing and CRM systems.

Trigger Conditions

2.1. Invoice status changes to "Pending" or "Unpaid" after set days (e.g., 7, 14, 30 days after issue).
2.2. Payment due date passes without receipt of funds.
2.3. Invoice marked as "Partially Paid" with outstanding balance.
2.4. Manual trigger from collections team via CRM.
2.5. Scheduled monthly or weekly review of outstanding payments.

Platform Variants

3.1. Twilio
• Feature/Setting: Programmable Messaging — configure SMS reminders using Twilio's `/Messages` API with scheduled scripts.
3.2. SendGrid
• Feature/Setting: Transactional Templates — use Email API to trigger dynamic reminder emails based on invoice status.
3.3. Slack
• Feature/Setting: Incoming Webhooks — notify staff channels about overdue invoices automatically.
3.4. QuickBooks Online
• Feature/Setting: Invoice Automation — use /send endpoint to auto-dispatch payment reminder emails per invoice.
3.5. Xero
• Feature/Setting: Invoice Reminders — activate automatic email reminders and configure via "Automated reminders" settings.
3.6. Zoho Books
• Feature/Setting: Auto Reminders — enable payment reminders under “Reminders” and configure custom templates and trigger days.
3.7. Microsoft Outlook
• Feature/Setting: Power Automate Flow — connect with mail API for scheduled or event-driven email notices.
3.8. Gmail
• Feature/Setting: App Script/SMTP — trigger emails using Google Apps Script or Gmail API for overdue notifications.
3.9. FreshBooks
• Feature/Setting: Automated Late Payment Reminders — set up intervals and templates in invoicing settings.
3.10. Salesforce
• Feature/Setting: Workflow Rules — set criteria for overdue payments; leverage Process Builder for reminders via Email Alerts or SMS (with integration).
3.11. HubSpot
• Feature/Setting: Workflows — trigger reminder emails or tasks based on payment deal state through HubSpot API events.
3.12. Stripe
• Feature/Setting: Billing Reminder Events — enable and configure automated reminder emails through the dashboard or `/v1/invoices` API events.
3.13. PayPal
• Feature/Setting: Invoice Reminders — use ‘Send Reminder’ action in REST API for automatic email notifications.
3.14. SAP Business One
• Feature/Setting: Dunning Wizard — automate overdue reminders based on payment terms and customer groups.
3.15. Monday.com
• Feature/Setting: Automations — set "When date arrives and status is X, notify" to alert account owners and/or clients.
3.16. Pipefy
• Feature/Setting: Automation Rules — trigger email reminders for payment deadlines based on field status.
3.17. Mailgun
• Feature/Setting: Scheduled Email API — use campaigns with dynamic templates and schedule overdue notifications.
3.18. Pipedrive
• Feature/Setting: Activity Scheduler — assign follow-up tasks or auto-email via workflow automations based on payment status.
3.19. Intercom
• Feature/Setting: Automated Messages — configure Custom Bots or message triggers for overdue/reminder sequences.
3.20. ActiveCampaign
• Feature/Setting: Automation Builder — create logic to message contacts with outstanding invoices using pipeline triggers.

Benefits

4.1. Reduces manual workload by automating repetitive reminders.
4.2. Improves cash flow by accelerating collections on overdue accounts.
4.3. Minimizes risk of missed follow-ups or human error.
4.4. Enhances customer experience with timely, consistent communication.
4.5. Centralizes records and audit trails for compliance and analytics.
4.6. Frees staff to focus on value-added tasks and customer service.
4.7. Easily scalable to accommodate business growth or seasonal demand changes.