Invoice and Payment Tracking Workflow
Automated invoice lifecycle management from creation through payment collection. Tracks payment status, sends reminders at configurable intervals, escalates overdue accounts, and reconciles received payments against outstanding invoices.
Flow Diagram
graph TD\n A[Invoice Created] --> B[Send to Customer]\n B --> C[Reminder Sequence]\n C --> D{Payment Received?}\n D -->|Yes| E[Reconcile + Close]\n D -->|No| F{Past Due Date?}\n F -->|< 30 days| C\n F -->|> 30 days| G[Escalate to Collections]Steps
- 1
Invoice Created Trigger
When a new invoice is generated (manually or from order fulfillment), capture invoice number, amount, customer, due date, and payment terms (Net 30/60/90).
Webhook from accounting system or new row in invoices table trigger
- 2
Send Invoice to Customer
Format invoice as PDF, attach to professional email with payment instructions (wire transfer details, payment link). Log send timestamp.
Generate PDF from template, send via SMTP with read receipt, update invoice status to SENT
- 3
Payment Reminder Sequence
Automated reminders based on payment terms: 7 days before due (friendly reminder), on due date (payment due notice), 7 days overdue (urgent), 30 days overdue (final notice).
Scheduled checks: due_date - 7, due_date, due_date + 7, due_date + 30. Each with escalating email template
- 4
Payment Detection and Reconciliation
Monitor bank account for incoming payments. Match received amounts against outstanding invoices using reference numbers or amount matching. Handle partial payments.
Bank feed integration or manual CSV import. Match algorithm: exact reference > exact amount > fuzzy amount (within 2%)
- 5
Update Status and Close
Mark invoice as paid, send payment confirmation to customer, update accounts receivable dashboard. For overdue accounts past final notice, flag for collections or sales team intervention.
Update invoice status to PAID/PARTIAL/OVERDUE, send confirmation email, update AR aging report
Tools Required
Estimated Monthly Cost
/month (email service)
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