Alerting finance/admin of overdue invoices

PURPOSE

1. Promptly alert finance/admin when customer invoices become overdue, enabling immediate follow-up actions, better cashflow forecasting, and regulatory compliance.

2. Automate notifications using multiple channels—email, SMS, in-app, chat—to eliminate manual tracking and reduce missed payments.

3. Ensure historic logging and escalation for severely overdue cases or high-value clients within an antique furniture restoration workflow.

TRIGGER CONDITIONS

1. Invoice due date passes without marked payment in accounting/ERP/CRM system.

2. Specific overdue period reached (e.g. 1, 7, 30 days).

3. Payment status field marked “Unpaid” or “Overdue”.

4. Invoice value exceeds a defined threshold for escalation.

PLATFORM VARIANTS

1. QuickBooks Online

• Feature/Setting: Reports API, Webhooks — trigger on “invoice overdue” event. Sample: Configure webhook for Invoice.status=OVERDUE.
  

2. Xero

• Feature/Setting: Finance API (GET Invoices endpoint) — schedule monitoring with filter Status="AUTHORISED"&DueDate

3. FreshBooks

• Feature/Setting: GET /invoices endpoint — check for "outstanding" status; use Event Notifications for real-time triggers.
  

4. Zoho Books

• Feature/Setting: Invoice API; configure Workflow Rules for Overdue Invoices. Automate notifications to admins.
  

5. Wave Accounting

• Feature/Setting: REST API — fetch “overdue invoices”; configure alert flow using integration API.
  

6. Sage Business Cloud

• Feature/Setting: Invoices endpoint, subscription to overdue_invoice event using Sage API.
  

7. NetSuite

• Feature/Setting: SuiteScript or REST Web Services — script against transaction due dates, send notification.
  

8. Microsoft Dynamics 365

• Feature/Setting: Power Automate connector for “When a record is updated” (invoice overdue).
  

9. Salesforce

• Feature/Setting: Process Builder or Apex trigger on Custom Object (Invoice__c) where Due_Date < Today and Status != Paid.
  

10. Stripe

• Feature/Setting: Webhooks — “invoice.payment_failed” event to finance/admin via outbound notification.
  

11. Paypal

• Feature/Setting: Invoice Webhooks; trigger when an invoice passes due date without payment.
  

12. Trello

• Feature/Setting: Power-Up Automation — trigger a card movement/label when “Due Date” is in the past for invoice tracked cards.
  

13. Asana

• Feature/Setting: Rules Automation—if custom field “Invoice Due” > Today & Status ≠ Paid, send alert to admin.
  

14. Slack

• Feature/Setting: Incoming Webhooks/API — automate posting alerts to #finance channel on overdue triggers.
  

15. Twilio SMS

• Feature/Setting: REST API — initiate SMS when overdue status found; sample: POST to messages endpoint with admin number(s).
  

16. SendGrid

• Feature/Setting: Email API — configure transactional alert template; API call when overdue invoice found.
  

17. Microsoft Teams

• Feature/Setting: Incoming Webhook or Adaptive Cards API—send structured overdue notice to dedicated finance channel.
  

18. Google Chat

• Feature/Setting: Google Chat API Bots — automated mention/admin alert with invoice summary on trigger.
  

19. Mailgun

• Feature/Setting: Email API to programmatically send overdue invoices notification to defined recipients.
  

20. Zendesk

• Feature/Setting: Ticket API—auto-create support ticket tagged “overdue_invoice” for finance/admin to track.
  

21. Monday.com

• Feature/Setting: Automation Recipes—if date passed on “Due Date” column, notify specified users.
  

22. Airtable

• Feature/Setting: Automations—trigger message/email if “Invoice Paid?” checkbox unchecked and “Due Date” < today.
  

23. Intercom

• Feature/Setting: Outbound Message API—automated alert sent to assigned finance/admin users tied to invoice entity.
  

24. Gmail

• Feature/Setting: Gmail API—automated templated email notification based on overdue detection.
  

25. Outlook

• Feature/Setting: Microsoft Graph API—send overdue alert email; trigger based on updated invoice data in tracking sheet.
  

BENEFITS

1. Guarantees prompt finance/admin awareness, reducing lost revenue from unpaid invoices.

2. Minimizes delays in customer communication for overdue accounts.

3. Enhances financial visibility and record-keeping for compliance.

4. Frees admin time from manual review/alerting, increasing efficiency.

5. Supports multi-channel escalation and tracking per internal SLAs.