About This Automation
Payment collection in healthcare practices requires daily monitoring of overdue invoices, manual reminder emails, and error-prone payment matching. Staff spend significant time across multiple systems with no coordination, leading to delayed collections and reconciliation errors.
Automation monitors overdue invoices and incoming payments continuously, sends timely reminders automatically, and matches payments to invoices in real time. Collections accelerate and reconciliation becomes same-day instead of days later.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation platform monitors daily. When an invoice reaches its due date without a payment recorded, the workflow is triggered.
The system retrieves the invoice amount, patient name, email, and payment history.
An automated email is sent to the patient using a customizable template. The email includes the invoice amount, due date, and payment instructions.
The automation checks and the practice bank account for incoming payments linked to the patient or invoice reference.
When a payment arrives, the system matches it to the correct invoice using the payment reference, amount, and patient identifier.
The matched payment is automatically recorded, updating the invoice status to paid and reconciling the account.
The bookkeeper receives a notification confirming the payment has been recorded, with a summary of the transaction.
Most popular tool stack used
— the complete tool combinations companies use
QuickBooks Online
Stripe
Gmail
Google Sheets
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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