Automated accounts receivable follow-ups

Purpose

1.1. Automate accounts receivable follow-ups for mailbox suppliers in the wholesale postal supplies sector to reduce late payments, automate dunning, track overdue invoices, and escalate unpaid accounts.
1.2. Enable timely cash flow via automated reminder emails, SMS, calls, and system notifications, relieving manual workload and ensuring consistent credit control.
1.3. Centralize and automate communication history per customer for audit trails, provide real-time payment updates, automate reporting, and escalate to collections if thresholds are breached.
1.4. Integrate automatically with accounting and CRM platforms for seamless data sync, automating task creation for finance teams, and automating custom message personalization.

Trigger Conditions

2.1. Automated detection of overdue invoices by date or payment status in accounting platforms.
2.2. Payment promise not fulfilled by agreed date.
2.3. Recurrent automated monthly, weekly, or custom interval check.
2.4. Manual trigger for high-value or sensitive accounts, supporting automated overrides.
2.5. Customer Auto-Reply triggers further automated steps (e.g., payment link resend).
2.6. Threshold breached for cumulative overdue balance (triggers escalation automation).

Platform Variants

3.1. Salesforce
• Feature/Setting: Workflow Rules & Process Builder; automate sending email reminders by configuring scheduled actions tied to invoice objects.
3.2. QuickBooks Online
• Feature/Setting: Automated invoice reminder; use "Custom Reminder" trigger in the API to automate follow-up emails.
3.3. Xero
• Feature/Setting: Invoice Reminder automation; configure event-based triggers in the Xero API for overdue invoices.
3.4. Microsoft Dynamics 365
• Feature/Setting: Power Automate (Flow) using “When a record is overdue” trigger for accounts receivable entities; automate custom notifications.
3.5. NetSuite
• Feature/Setting: SuiteFlow; automate dunning letters with custom workflows for invoice records using built-in SuiteScript triggers.
3.6. SAP Business One
• Feature/Setting: Automation Layer for overdue invoice notification via B1if or RESTful Service triggers.
3.7. Zoho Books
• Feature/Setting: Automated Workflow for Invoice module, trigger “Invoice Overdue” action to automate email sends using Deluge scripts.
3.8. HubSpot
• Feature/Setting: Workflow Automation; trigger follow-up emails on invoice payment status from custom objects via API.
3.9. Mailgun
• Feature/Setting: API send email endpoint; automate email reminders using scheduled calls to /messages API with dynamic templates.
3.10. Twilio
• Feature/Setting: Programmable SMS API; automate SMS reminders using "Message.create()" for overdue accounts.
3.11. SendGrid
• Feature/Setting: Automated Transactional Email; configure "Mail Send API" with event webhooks for scheduled reminders.
3.12. Slack
• Feature/Setting: Incoming Webhooks; automate finance team reminders to channels when account receivable follow-up is triggered.
3.13. Microsoft Teams
• Feature/Setting: Power Automate Connector; automate posting reminder cards for receivable team tasks using Teams Bot Integration.
3.14. Gmail/Google Workspace
• Feature/Setting: Gmail API message sending with time-based trigger to automate customer reminders using Apps Script.
3.15. Outlook 365
• Feature/Setting: Power Automate integration; automate schedule-based and event-based email reminders.
3.16. FreshBooks
• Feature/Setting: Invoice Overdue Webhook; automate sending follow-ups using “invoice.overdue” event.
3.17. Monday.com
• Feature/Setting: Automations Center; trigger item updates and automated email notifications using status changes.
3.18. Pipedrive
• Feature/Setting: Workflow Automation; automate activities based on custom due date fields on deals or contacts.
3.19. Stripe
• Feature/Setting: Invoice.payment_failed Webhook; automate follow-up communication using event-driven triggers.
3.20. Zendesk
• Feature/Setting: Trigger Automation; automate ticket creation and reminders for overdue accounts via API or macro.

Benefits

4.1. Automates routine follow-ups saving finance staff time and reducing human error through automation.
4.2. Automated process accelerates collections, improving liquidity and strengthening cash flow for mailbox suppliers.
4.3. Ensures consistency by automating communication cadence, message templates, and escalation paths.
4.4. Automating records and trails offers audit-readiness and proof of communication steps in dispute scenarios.
4.5. Enables automatable scaling of financial operations without linear staff costs, supporting business growth.
4.6. Reduces risk of missed outstanding balances through multi-channel automated alerts and dashboarding.
4.7. Automatedly integrates customer and accounts data, allowing for synchronized, up-to-date reporting and actionable insights.
4.8. Automator-driven reminders support personalized, segmented approaches, increasing promise-to-pay rates.
4.9. Easy compliance with finance policies as automated systems provide transparent, timestamped logs of follow-up actions.
4.10. Streamlines customer experience by enabling clear, automated, and timely communication that reduces disputes.