Invoice payment delays were a persistent challenge. Account managers and clients were often out of sync on outstanding balances, and the collections process relied on manual outreach that was inconsistent in timing and coverage. There was no centralized visibility into what communications had been sent to which client, making follow-up difficult and escalation reactive rather than proactive.
The team needed a system that would notify clients and internal teams automatically, log everything in one place, and escalate intelligently when invoices remained unpaid.
The system operates on two tracks: proactive internal alerts to account managers and automated external notifications to clients. All activity is logged automatically in HubSpot so the GTM team has full visibility into every AR communication without manual logging.
Live invoice data pulled daily via SuiteQL, grouped by client with credits automatically offset.
Recipe runs daily, checks a 14-day send cadence per client, and routes to the correct template based on currency and language.
Branded client email with invoice PDFs attached, sent in the client's local currency and language (including Japanese for JPY invoices).
Every send automatically logged to the client's account activity in HubSpot via webhook, creating a full audit trail.
Account managers are CC'd on external emails and receive separate internal alerts for at-risk accounts 10 days before invoices are due.
The system escalates automatically based on the number of overdue invoices on record, using a three-tier framework.
Automated overdue notification sent. Account manager alerted internally. No campaign impact.
Second notification sent. Wider team alerted. Escalation to collections if unresolved.
Active campaigns automatically paused until outstanding balances are resolved.
The automated AR alert system replaced inconsistent manual outreach with a structured, scalable process. Clients receive branded, localized notifications with invoice PDFs attached. Account managers get proactive alerts before invoices become delinquent, giving them runway to engage early. Every communication is logged in HubSpot automatically, creating a full audit trail without manual effort.
The system supports multiple currencies and languages (including Japanese), respects a 14-day send cadence to avoid over-communication, and automatically offsets credit notes before sending. Smart exclusions ensure high-value accounts continue to receive relationship-driven, manually coordinated outreach.