Starting point
Finance and receivables
Send payment reminders from overdue invoices automatically
Every overdue open item from Microsoft Dynamics 365 Business Central, DATEV or the line-of-business system is checked against due date, grace period and reminder level and sent as a payment reminder through Microsoft Outlook or Gmail. Only blocked customers, missing recipients and amounts outside the agreed level go to finance; everything else leaves the same day.
Process architecture
From an overdue item to a traceable reminder.
The chain reads open items through the REST API or a webhook from the system of record and checks them against due date, grace period and reminder level. Microsoft Graph API or the Gmail API sends the template. Only exceptions land as a card in Microsoft Teams or Google Chat.
01Input
Take in open items and debtors
A webhook or the daily run picks up every overdue item. The REST API adds customer, open amount, last reminder level and any block from Microsoft Dynamics 365 Business Central or the line-of-business system.
2 Steps
02Process
Check the level and approve if needed
Due date, grace period and the agreed level decide whether the reminder may run on its own. If the address is missing or a block is set, finance reviews the case in Microsoft Teams or Google Chat.
4 Steps
03Output
Send the reminder and file the record
The letter leaves through Microsoft Outlook or Gmail, the reminder level is stored in the system of record, and letter plus log sit in storage linked to the invoice.
3 Steps
Source01Collect open items
A Webhook from the system of record or a daily run hands over every open item whose due date has passed. No second working list appears beside the existing receivables ledger.Details
Collect open items
A Webhook from the system of record or a daily run hands over every open item whose due date has passed. No second working list appears beside the existing receivables ledger.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load customer and level
Data02Load customer and level
The REST API loads customer, invoice number, open amount, last reminder level and any block from Microsoft Dynamics 365 Business Central or the connected line-of-business system.Details
Load customer and level
The REST API loads customer, invoice number, open amount, last reminder level and any block from Microsoft Dynamics 365 Business Central or the connected line-of-business system.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Calculate next level
Action03Calculate next level
Due date, agreed grace period and last level determine the next allowed reminder. Items already paid or blocked drop out in this step.Details
Calculate next level
Due date, agreed grace period and last level determine the next allowed reminder. Items already paid or blocked drop out in this step.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Remind automatically
Decision04Remind automatically
The stored rules decide whether the level may run without approval. If the recipient address is missing, a dispute is open or the amount is outside the level, the run stops.Details
Remind automatically
The stored rules decide whether the level may run without approval. If the recipient address is missing, a dispute is open or the amount is outside the level, the run stops.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Post the levelWithin rules
- Review the exceptionNeeds review
Approval05Review the exception
Finance decides in Microsoft Teams Adaptive Cards or through the Google Chat API, using customer, amount and last level, whether the reminder runs, waits or ends.Details
Review the exception
Finance decides in Microsoft Teams Adaptive Cards or through the Google Chat API, using customer, amount and last level, whether the reminder runs, waits or ends.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Post the level
System06Post the level
The REST API writes the new reminder level in the system of record and builds the letter from the stored template. A replay key stops a second booking of the same run.Details
Post the level
The REST API writes the new reminder level in the system of record and builds the letter from the stored template. A replay key stops a second booking of the same run.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Send the reminder
Result07Send the reminder
Microsoft Graph API or the Gmail API sends the reminder through Microsoft Outlook or Gmail from the mailbox the company already uses. A failed send stays visible as a task.Details
Send the reminder
Microsoft Graph API or the Gmail API sends the reminder through Microsoft Outlook or Gmail from the mailbox the company already uses. A failed send stays visible as a task.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Inform finance
- File the record
Result08Inform finance
Finance sees sent levels in Microsoft Teams or the existing overview. Only stopped and failed cases remain as an open task.Details
Inform finance
Finance sees sent levels in Microsoft Teams or the existing overview. Only stopped and failed cases remain as an open task.
Interfaces
- Power BI API
- Teams Webhook
Result09File the record
Letter, rule decision and send receipt sit in Google Drive or the company's own store, linked to the invoice. DATEV Unternehmen online receives the record when the tax firm is connected that way.Details
File the record
Letter, rule decision and send receipt sit in Google Drive or the company's own store, linked to the invoice. DATEV Unternehmen online receives the record when the tax firm is connected that way.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Mailbox and receivables stay where they already are.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Gmail API
In a Google Workspace environment, sends the reminder from Gmail and records the status in the same conversation.
- Interfaces in use
REST API
Reads open items, debtor and last reminder level and writes the new level back, repeatable without a double booking.
- Interfaces in use
Webhook
The system of record reports due or paid items as they happen, instead of the chain polling the list.
- Interfaces in use
Microsoft Teams Adaptive Cards
Puts blocked customers, missing addresses and amounts outside the level in front of finance directly in the conversation.
- Interfaces in use
Google Chat API
Collects the same decision in Google Chat when the workplace is Google Workspace.
- Possible apps & platforms
Microsoft Outlook
Sending mailbox in a Microsoft 365 environment, unchanged for recipients and senders.
- Possible apps & platforms
Gmail
Sending mailbox in a Google Workspace environment, without a second customer portal.
- Possible apps & platforms
Microsoft Teams
Working surface for exceptions and the daily overview of sent levels.
- Possible apps & platforms
Google Drive
Storage for letter and record in a Google Workspace environment, linked to the invoice.
- Possible apps & platforms
Microsoft Dynamics 365 Business Central
Possible system of record for open items, reminder level and incoming payment.
- Possible apps & platforms
DATEV Unternehmen online
Handover of the send record to the tax firm when bookkeeping already runs there.
Implementation in context
Overdue invoices stop sitting in forgotten lists.
The process does not replace finance, Microsoft Dynamics 365 Business Central, DATEV or the line-of-business system that already holds the open items. It connects the receivables ledger to the mailbox the company already uses: Microsoft Outlook in a Microsoft 365 environment, Gmail in Google Workspace, or the line-of-business mailbox. Booking happens only through the REST API of the system of record; a second receivables list is not created.
Only what the stored rules clearly allow runs on its own: due date passed, grace period elapsed, recipient address present, no block, level not yet sent. Everything else — a dispute, a part-payment, a missing address, an amount outside the agreed level — goes as a card in Microsoft Teams or Google Chat to finance. Approval returns into the same run; a stop ends the level without a send.
Invoice numbers, amounts and recipient addresses stay in the company's environment. The default path is rules-based and does not rely on free wording from a model. Every decision, every approval and every send is logged with time and the role that acted. Personal data does not leave the agreed region.
If the system of record enters a maintenance window or the mailbox does not answer, the run stays in the queue and picks up missed events on the next start. A replay key stops the same level being booked twice. Finance maintains grace periods, templates and levels in one place; they apply to the next run without rebuilding the chain.
Target picture
Every overdue open item receives the next allowed reminder from the stored template as soon as due date and grace period are met. Only blocked customers, missing recipient addresses and amounts outside the agreed level reach finance as a case ready for a decision. Send, reminder level and record sit in the system of record, not in a private list.
Expected benefits
- Every overdue invoice receives the next allowed level without someone working the list by hand.
- Part-payment, a block and a missing address stay visible exceptions instead of silent gaps.
- Sending uses the mailbox the company already runs, not a second portal.
- Reminder level and record sit in the system of record and can be found later.
- Finance only sees the cases that need a decision.
- The same process applies in Microsoft 365, Google Workspace and on the company's own system.
Prerequisites to start
- 01A documented connection to the system of record with the right to read open items and write the reminder level, including a test environment.
- 02A sending mailbox in Microsoft Outlook or Gmail with application permissions, scoped to that mailbox.
- 03Stored templates for each reminder level plus agreed grace periods and block reasons.
- 04A named person in finance for cases outside the rules.
- 05Maintained recipient addresses and block flags in the debtor master data.
- 06A processing agreement and a decision on the processing location, because invoice recipients are personal data.
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