Purpose: Reducing manual follow-ups with automated collections workflows by automating overdue payment reminders using Email and SMS until payment is made.
Created By:
Jenny Jhon Sumulong
System Automation Specialist
The Problem
Businesses Struggle With Payment Collections
Many businesses face these problems:
Staff manually sending reminders
Customers forgetting to pay invoices
Inconsistent follow-ups
Lost revenue from missed payments
Manual collections are:
1
Time consuming
2
Inefficient
3
Easy to forget
The Solution
Automated Payment Reminder System
I built an automation in GoHighLevel that:
Automatically sends reminders
Uses Email + SMS follow-ups
Runs continuously until payment is made
Stops once the "Collections" tag is removed
This removes manual chasing of payments.
Workflow Automation Structure
Visual overview of the collections reminder automation workflow.
Untitled card
View more
How the Automation Starts
Trigger
The workflow starts when:
A contact is tagged with:
collection-22 faraday ( or any other tag you will set )
Once the tag is applied:
The contact is automatically enrolled in the automation
The reminder sequence begins
This allows staff to simply add a tag to trigger collections reminders.
Reminder Schedule
Automated Reminder Timeline
The workflow sends reminders on a schedule:
1
1️⃣ Monday – 9 AM
Email reminder sent
2
2️⃣ Wednesday – 9 AM
Email reminder + SMS reminder
3
🔁 Loop Continues
The workflow loops and continues until the tag is removed
This ensures consistent follow-ups without manual effort.
Smart Condition Check
Conditional Logic
Before each reminder is sent, the system checks:
Does the contact still have the collections tag?
IF Yes →
Send reminder
IF No →
End workflow
This prevents sending reminders to customers who already paid.
Channels Used
Multi-Channel Reminders
The automation uses two channels:
📧 Email Reminder
Payment request
Invoice reference
📱 SMS Reminder
Quick payment follow-up
Higher response rates
Combining both increases payment completion rates.
Automation Loop
Continuous Reminder System
The automation includes a loop using a GoTo step.
This continues as long as the collections tag remains on the contact.
Once payment is received:
1
✔ Tag removed
2
✔ Workflow stops automatically
Business Benefits
Results of This Automation
Automation replaces repetitive tasks.
Key Skills Demonstrated
Automation Skills Used
This project demonstrates my skills in: Automation Building in GoHighLevel
Workflow automation
Building end-to-end automated workflows
Conditional logic
Trigger systems and tag-based workflows
Email + SMS automation
Multi-channel customer communication
Loop automation
Customer journey design with persistent follow-up
Future Improvements
Possible Enhancements
Future versions could include:
Payment link tracking
Automatic tag removal after payment
Escalation reminders
Manager notifications
CRM payment integrations
Conclusion
From Manual Chasing to Persistent Automation
Notice the conditional logic at the top. I built this so that the moment the accounting team updates the record, the automation kills itself. We don't just send messages; we manage the data state.
The loop at the bottom is key. Most automations stop after one try. This one is built to stay with the tenant until the revenue is recovered.