BAEZ TECH SOLUTIONS

Summary

This Zap keeps A/R tidy by checking for invoices that became due 14 days ago. Each day it looks up those invoices, automatically emails a reminder for any that are still unpaid, updates your records, and closes/deletes the ones that are marked paid—so your receivables stay organized and clients get a gentle nudge.

2) Workflow Steps

1. Schedule by Zapier – Runs daily at your chosen time.
2. Code by Zapier – Calculate the target date (today − 14 days) and format it (ISO 8601). // output: cutoff (string) const cutoff = new Date(Date.now() - 14*24*60*60*1000).toISOString(); return { cutoff };
3. Find Invoices (Zapier Tables/Your Source) – Query for invoices where Due Date == cutoff (or <= cutoff with status filters).
4. Filter by Zapier – Keep only invoices with Status = Unpaid / Overdue.
5. Looping by Zapier – Process each invoice individually.
6. Paths by Zapier
   • Path A – Unpaid:
     • Send Reminder via Gmail/Outlook/SendGrid (personalized template with invoice #, amount, link to pay).
     • Update Record (e.g., “Reminder Sent: YYYY-MM-DD”, increment reminder count).
     • (Optional) Notify A/R in Slack for high-value invoices.
   • Path B – Paid:
     • Update/Archive/Delete the invoice record in your working table to keep the list clean.
7. Logging (Optional) – Write an activity line to a log table or a Google Sheet for audit.

Safeguards

• Include a “Do Not Email” / Opt-out flag in your table and filter accordingly.
• Add a max reminders check (e.g., stop after 3).

3) ROI

• Faster collections: Expect 5–15% reduction in DSO from consistent, on-time reminders.
• Time saved: Replace manual weekly chases (~1–3 hrs/week) → 50–150 hrs/year back.
• Cleaner data: Paid items disappear from your “work” view, reducing mistakes and double-touches.

Example: If your A/R coordinator costs $40/hr and saves 80 hrs/yr → $3,200/yr in reclaimed time, plus improved cash flow from earlier payments.

4) Implementation Timeline

• Build & test: 45–60 minutes
• Dry run (recommended): 2–3 days sending reminders only to an internal inbox
• Go live & monitor: Same week; review the first two daily runs

5) Tools Used

• Zapier
  • Schedule by Zapier
  • Code by Zapier (date math)
  • Filter by Zapier
  • Looping by Zapier
  • Paths by Zapier
  • Zapier Tables (or your source of truth: Airtable, Google Sheets, etc.)
• Email: Gmail, Outlook, or SendGrid (with unsubscribe management)
• Messaging (optional): Slack or Microsoft Teams for A/R alerts
• Accounting/ERP (optional): CIN7 Omni (DEAR Systems), QuickBooks, Xero (for status lookups and payment links)