Automated payment reminders and follow-ups

Purpose

1.1. Automate payment reminders and follow-ups to ensure timely client payments for metal processing services, reducing Days Sales Outstanding (DSO), and minimizing manual workload.
1.2. Automates the identification of overdue invoices, generates multi-channel reminders, escalates follow-ups, and updates account statuses across systems.
1.3. Streamlines repetitive finance communications for the corporate financial department, enabling the finance team to focus on strategic workflows.

Trigger Conditions

2.1. Invoice creation with due date.
2.2. Invoice status matches “Pending,” “Overdue,” or defined thresholds (e.g., 3, 7, 14 days late).
2.3. Customer profile includes valid contact channels.
2.4. Finance system flags unpaid invoices at scheduled intervals.
2.5. Payment received confirmation enables reminder cessation.

Platform Variants

3.1. Microsoft Power Automate
— Feature/Setting: Automated scheduled flows; configure recurring invoice filter, Outlook API email reminders, Teams escalation.
3.2. Zapier
— Feature/Setting: Conditional “Filter” trigger, Gmail/Outlook “Send Email” action, Slack integration for escalation.
3.3. Make (Integromat)
— Feature/Setting: Scenario auto-triggers on overdue entries in Xero; sends via Twilio and Gmail modules.
3.4. Twilio
— Feature/Setting: SMS API; set up automated SMS notification upon overdue detection.
3.5. SendGrid
— Feature/Setting: Email API; configure transactional email templates and dynamic schedule triggers.
3.6. Salesforce
— Feature/Setting: Workflow Rules & Scheduled Actions; automate reminder emails via Contact records.
3.7. HubSpot
— Feature/Setting: Workflow automation; auto-email sequencing for invoice follow-up.
3.8. QuickBooks Online
— Feature/Setting: Automated payment reminder toggle; API webhooks for external escalation.
3.9. Xero
— Feature/Setting: Automated reminders; custom API endpoint for status updates and multi-channel trigger.
3.10. Stripe
— Feature/Setting: Invoice reminder automation; configure webhook push to third-party apps.
3.11. FreshBooks
— Feature/Setting: Recurring reminders; enable auto-send, connect API for messaging synchronization.
3.12. Slack
— Feature/Setting: Scheduled message API; automate internal team reminders for escalated invoices.
3.13. Zoho Books
— Feature/Setting: Automated email reminders; webhook integration for external follow-up.
3.14. Pabbly Connect
— Feature/Setting: Trigger on “Invoice Overdue”; automate actions to Mailgun, Messenger, or WhatsApp.
3.15. Mailgun
— Feature/Setting: Campaign API; automate email reminders with delivery and open tracking.
3.16. WhatsApp Business API
— Feature/Setting: Template notifications; configure scheduled and dynamic messaging.
3.17. Odoo
— Feature/Setting: Automated actions; invoice follow-up rules using server actions and reminders.
3.18. SAP S/4HANA
— Feature/Setting: Dunning Management; configure automated dunning reminders and escalation steps.
3.19. NetSuite
— Feature/Setting: Workflow automation; define email, SMS, and in-app alert reminders for overdue invoices.
3.20. Google Workspace (Gmail, Sheets, Calendar)
— Feature/Setting: Scripted auto-emails via Apps Script; automate overlays with scheduled calendar events.

Benefits

4.1. Automates repetitive tasks, driving faster customer payments.
4.2. Minimizes human error by automatedly monitoring and notifying overdue accounts.
4.3. Frees up finance teams to handle higher-value analyses.
4.4. Enables audit trails and automates compliance documentation.
4.5. Supports multi-channel, tailored, and escalated follow-up workflows for ultimate configurability.
4.6. Accelerates cash flow and strengthens business stability using fully automatable solutions.