Vendor Payment Reminder System
A done-for-you everyday business automation built for the Vendor Relations Manager, connecting Slack so the work below happens on its own.
What this automation does, step by step
Every vendor bill entered into Bill.com is automatically checked against its payment terms, and as the due date approaches, the accounts payable team gets a Slack reminder listing which bills need to be paid that week, sorted by early-payment discount eligibility so nobody misses out on a 2 percent discount for paying within ten days.
Once a payment is scheduled or sent, a confirmation email goes out to the vendor automatically through Gmail, cutting down on the routine "has this been paid yet" calls that used to eat up a coordinator's morning.
Vendors who go unpaid past terms trigger an internal alert before the vendor themselves has to chase it, protecting supplier relationships and preserving negotiating leverage for future contracts.
- Zapier or Make.com
- Bill.com
- Slack
- Gmail
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 unautomated, a vendor relations manager spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. It rarely feels urgent in the moment, but it adds up fast.
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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