Automatic payment reminders and collection flows

Purpose

1.1. Automate sending payment reminders and managing overdue invoice collections for wholesale EFTPOS equipment suppliers.
1.2. Automates debtor follow-up, reduces manual tracking, shortens Days Sales Outstanding (DSO), and improves overall cash flow via automated multi-channel communications and escalations.
1.3. Automatedly synchronizes with finance, sales, compliance, and CRM systems to create a unified reminder and collection pipeline.
1.4. Enables pre-due, due, and overdue automated reminders, along with automated escalation flows to legal/collections if required.

Trigger Conditions

2.1. Invoice creation, invoice due date approaching, invoice overdue, partial payment detected, customer dispute flagged, multiple failed collection attempts, or custom triggers from an ERP/CRM/finance platform.
2.2. Automatable logic scans for overdue status, triggers automated sequence, and logs interaction history.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API — configure automated sending of payment reminders using appointment- or invoice-date as a dynamic field; sample: POST to /Messages with dynamic body.

3.2. SendGrid
• Feature/Setting: Transactional Email API — template-based automated email reminders; configure dynamic fields and schedule via API/v3/mail/send.

3.3. Xero
• Feature/Setting: Invoice and Contacts API — automate fetching invoice status, triggering reminders when invoices marked overdue; configure webhooks to external automation solutions.

3.4. Salesforce
• Feature/Setting: Process Builder/Flow — automate workflow for ‘Invoice Overdue’ field triggers to send reminders and log communications; optionally call REST API outbound.

3.5. QuickBooks Online
• Feature/Setting: Invoice Webhooks & Send Invoice API — automate tracking, send reminders or escalate via POST /v3/company/*/invoice/send.

3.6. HubSpot
• Feature/Setting: Workflows — automate email and task reminders for overdue payments using triggered workflows; connect Payments API for transaction sync.

3.7. Stripe
• Feature/Setting: Billing & Invoice webhooks — automate detection of unpaid status, trigger reminders via events.invoice.payment_failed.

3.8. Zoho Books
• Feature/Setting: Custom Functions/Workflow Rules — automate email/SMS reminders based on overdue invoice criteria.

3.9. Microsoft Power Automate
• Feature/Setting: Flows — automate recurring reminders triggered by finance app data or calendar due dates; use ‘Get Invoices’ and ‘Send Email’ actions.

3.10. Slack
• Feature/Setting: Incoming Webhooks/Reminders — automate internal notifications to collections or sales teams when invoice becomes overdue.

3.11. Monday.com
• Feature/Setting: Automation Recipes — automate board updates or reminders when payment deadlines are missed; trigger emails or assign follow-up tasks.

3.12. FreshBooks
• Feature/Setting: Automated Late Payment Reminders — schedule and send reminders for overdue invoices via the Reminders API setting.

3.13. SAP Business One
• Feature/Setting: Alerts & Workflow — automate invoice due reminders and route high-value accounts automatically to collections.

3.14. Netsuite
• Feature/Setting: SuiteFlow — automate reminder emails or escalation of overdue invoices using SuiteScript REST triggers.

3.15. Google Workspace (Gmail)
• Feature/Setting: Automated Scripts — use Google Apps Script to automatically send reminder emails from Sheets with invoice tracking.

3.16. Mailgun
• Feature/Setting: Scheduled Email API — automate payment reminders as transaction-triggered outbound emails.

3.17. Pipedrive
• Feature/Setting: Automation Workflow — automate follow-up tasks and email reminders upon invoice status change.

3.18. PayPal
• Feature/Setting: Invoicing API — automate payment status checks, send automated reminders via POST v2/invoicing/invoices/{invoice_id}/remind.

3.19. Intercom
• Feature/Setting: Automated Message Series — schedule SMS/email/reminder messages based on account activity or non-payment.

3.20. DocuSign
• Feature/Setting: Workflow Automation — automate sending follow-up or contractual escalations for overdue cases using the Envelope workflow API.

Benefits

4.1. Automatedly reduces manual workload for finance and sales teams, enabling focus on high-value activities.
4.2. Automates consistent, timely engagement, leading to increased payment recovery rates.
4.3. Integration-automates documentation and compliance tracking for financial services sector requirements.
4.4. Automates escalation with audit trail for regulatory compliance, decreasing risk of lost payments.
4.5. Ensures automatable, multi-channel communication improves debtor response and speeds collections.