Automated invoice dispatch and payment reminder workflows

Purpose

1.1. Automate sending invoices and payment reminders to clients across B2B and B2C orders, integrating sales, accounts, and CRM; automates notification to relevant sales teams, accelerates cash flow, reduces DSO (Days Sales Outstanding), and ensures real-time payment tracking for the food processing industry.
1.2. Automate escalation to managers for overdue accounts, trigger finance entries, update CRM records, and provide visibility for legal/collections; establish a system that handles recurring invoices and manages customer account status automatically.
1.3. Automates tracking of initial invoice delivery (email, SMS, WhatsApp, EDI), auto-escalates based on customer status (VIP, key accounts), integrates with payment gateways, syncs outstanding invoices, and logs correspondence history.

Trigger Conditions

2.1. Automated invoice creation in the ERP, CRM, or billing software.
2.2. Payment due date reached or payment confirmation not received.
2.3. Partial payment detected or resolved.
2.4. Automated escalation for overdue more than X days.
2.5. New customer onboarding with auto-initial billing.
2.6. Manual finance team override for custom reminders.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate SMS reminders; use API endpoint POST /Messages with scheduled sending and dynamic message content.
3.2. SendGrid
• Feature/Setting: Automates dispatch via transactional email templates; configure Dynamic Templates and use Mail Send API.
3.3. Outlook 365
• Feature/Setting: Automate email reminders via Graph API /sendMail; set up shared mailbox automation for finance.
3.4. Gmail
• Feature/Setting: Use Gmail API to automate email invoice delivery; label/tag sent reminders for audit.
3.5. WhatsApp Business API
• Feature/Setting: Automates WhatsApp message delivery with POST /messages to client numbers; track message status.
3.6. QuickBooks Online
• Feature/Setting: Automate invoice status fetch and reminder triggering via Payments API; auto-update memo fields.
3.7. Xero
• Feature/Setting: Automate invoice event webhooks; use PUT /invoices to auto-flag overdue status.
3.8. SAP
• Feature/Setting: Integrate SAP BAPI_ACC_DOCUMENT_POST for automated invoice posting; use SAP PI/PO for workflow.
3.9. Zoho Books
• Feature/Setting: Automate reminders via POST /invoices/remind; configure recurring invoice automation.
3.10. FreshBooks
• Feature/Setting: Automate “Auto Payment Reminders”; configure via API and auto-send emails.
3.11. Stripe
• Feature/Setting: Automating invoice finalization, reminders, and webhooks for payment events.
3.12. PayPal
• Feature/Setting: Automate invoice API POST /v2/invoicing/invoices/{invoice_id}/send; trigger reminders via PATCH.
3.13. Salesforce
• Feature/Setting: Automate workflow using Process Builder and email alerts for overdue invoices.
3.14. HubSpot
• Feature/Setting: Automate workflow with Sales Automation and trigger notifications on deal stage: “Invoice Sent.”
3.15. Monday.com
• Feature/Setting: Use automations for item status change; trigger reminders with integrations.
3.16. Slack
• Feature/Setting: Automate Slack notifications to finance/sales channels on payment overdue events via API chat.postMessage.
3.17. Trello
• Feature/Setting: Automate card creation for overdue invoice cases with Butler automation rules.
3.18. Google Sheets
• Feature/Setting: Automate real-time update of invoice logs; trigger reminders via Apps Script.
3.19. Microsoft Power Automate
• Feature/Setting: Automate multi-platform reminders using Templates and Dynamic Content; connect Outlook/Teams/ERP.
3.20. DocuSign
• Feature/Setting: Automate sending of dunning letters/invoice attachments via eSignature API workflow.
3.21. Telegram
• Feature/Setting: Automate bot messages for invoice reminders to customers or internal teams; POST sendMessage.

Benefits

4.1. Automates collection cycles; maximizes cash inflow efficiency.
4.2. Automated reminders ensure compliance and improve AR metrics.
4.3. Automates audit trails and communications for transparency.
4.4. Automated escalation minimizes manual intervention.
4.5. Automating communications enhances customer relationships and satisfaction.
4.6. Cost-saving via automating repetitive finance team tasks.
4.7. Enables automatable workflows adapted to customer and invoice segment logic.
4.8. Faster dispute detection due to automated correspondence logs.
4.9. Automator-driven workflows guarantee accuracy and standardization.
4.10. Improve business insights by automating collections data into BI dashboards.