Overdue Invoice Escalation Workflow
A done-for-you everyday business automation built for the Accounts Payable Coordinator, connecting QuickBooks, Slack, and Airtable so the work below happens on its own.
What this automation does, step by step
When a customer invoice in Bill.com passes 30 days past due, the account is automatically flagged and a firmer follow-up email goes out referencing the original invoice and late fee policy; at 45 days the assigned account manager gets a Slack alert to make a personal call, and at 60 days the account is escalated to the controller with a full payment history pulled from QuickBooks Online attached automatically.
Every escalation step and customer response gets logged in a shared Airtable collections tracker so nothing relies on someone's memory of who was supposed to follow up.
Companies using staged escalation like this typically recover significantly more of their aging receivables before an account ever needs to go to collections.
- Zapier or Make.com
- Bill.com
- QuickBooks Online
- Slack
- Airtable
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left to a person, this means an accounts payable coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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