Finance & Operations Teams

    Reminder System

    An intelligent, multi-stage reminder automation that follows up on unpaid balances via Email and WhatsApp and generates real-time defaulter reports.

    Problem Statement

    Chasing payments manually is one of the most painful operational tasks for businesses. Teams usually face problems like forgetting to send reminders, following up too late, sending the same message to everyone, being too aggressive too early, no visibility into defaulters, and manually checking spreadsheets every day. This leads to delayed payments, awkward conversations, and unnecessary manual work. The client needed a smart reminder system that could follow up professionally, consistently, and automatically — without human involvement.

    The Solution

    Automation Overview

    We built a fully automated reminder system that reads payment records from a Google Sheet, evaluates due dates, and sends the right reminder at the right time using Email and WhatsApp. The system also generates a clean defaulter list for admins, giving full visibility without manual tracking.

    Central Payment Tracker (Google Sheets)

    A Google Sheet acts as the single source of truth, storing customer name, contact details, amount due, due date, payment status, and last reminder sent. This keeps everything simple and transparent.

    Intelligent Due-Date Evaluation

    The workflow runs on a schedule and checks each unpaid record to calculate how overdue it is. Based on this, each record is automatically categorized as Gentle Reminder (Just past due), Firm Reminder (Significantly overdue), or Urgent Reminder (Critical delay). No hard-coding. Everything adjusts dynamically based on dates.

    Multi-Stage Reminder Logic

    Each reminder stage has its own message tone, copy style, and escalation level. Early reminders stay polite and friendly. Later reminders become firm and urgent — without sounding unprofessional. This mirrors how a human would follow up, but runs automatically.

    Email + WhatsApp Delivery

    For every reminder, an Email is sent for formal documentation and a WhatsApp message is sent for faster visibility. This ensures reminders are actually seen, not ignored in inboxes.

    Duplicate & Spam Protection

    The system tracks when the last reminder was sent and which stage has already been triggered. This prevents sending the same reminder repeatedly, spamming clients, or escalating too quickly. Every reminder is intentional and controlled.

    Automatic Defaulter List Generation

    The workflow compiles a real-time defaulter report that includes overdue customers, number of days overdue, reminder stage reached, and outstanding amounts. This report is sent directly to administrators for quick review and action.

    Clean Error Handling

    If contact details are missing or invalid, the system skips safely, logs the issue, and includes the record in the admin report. No silent failures.

    Integrations & Connected Systems

    Google Sheets – payment records & logic source; Email service – formal reminder delivery; WhatsApp API – instant notifications; n8n – scheduling, date logic, message routing.

    Smart Logic & Reliability

    • Date-based escalation logic
    • Safe reminder spacing
    • Stage tracking per record
    • Admin-only reporting
    • Scales easily across hundreds or thousands of records

    Before

    Manual checking, forgotten follow-ups, awkward calls, inconsistent reminders.

    After

    Automated, polite, structured follow-ups with full visibility — without lifting a finger.

    Tools Used

    n8n
    Google Sheets
    Email service
    WhatsApp API

    Our Process

    1

    Discover

    Identified inefficiencies in manual payment tracking.

    2

    Design

    Created a multi-stage escalation model.

    3

    Build

    Automated date evaluation and messaging logic.

    4

    Integrate

    Connected Email, WhatsApp, and Sheets seamlessly.

    5

    Deploy

    Tuned reminder timing and tone.

    Business Impact

    Faster payment collection

    Reduced manual follow-ups

    Professional, consistent communication

    Clear visibility into defaulters

    Less stress for finance teams

    Fully automated daily operations

    "This Reminder System replaces manual payment chasing with an intelligent, automated follow-up engine. By combining date-based logic, multi-channel messaging, and real-time defaulter reporting, businesses can collect payments faster — without friction or human effort."

    Want a system like this for your business?

    Let’s build it.