Guides
Chase unpaid invoices in two rounds
When an invoice is validated, the workflow waits for its due date and checks it. For the payment statuses it covers (see the note below), it reminds the customer and opens a follow-up; a week later it checks again and escalates.
Before you start
This is the template "Staged collection of unpaid invoices". It sends mail from a mailbox, so the workflow is private. You fill in the Slack channel and the recipients of the management email. The texts a template writes (messages, task titles, email bodies) are in Spanish as the catalog has them: edit them to your language before you go live.
The template's reference page, with its trigger, steps and requirements: Staged collection of unpaid invoices.
Installed before the correction
A workflow installed from this template before this correction keeps its own definition and does not change. If yours is older, open each switch and add a branch for the status "unpaid" (an invoice with no payment recorded) next to the others, with the same steps.
The shape
Link to this section: The shape| Round | What happens |
|---|---|
| Trigger | Event: invoice validated. |
| Round 1 | Wait until the due date. Read the invoice again. If it is still validated, a switch on its payment status sends the customer a reminder from your mailbox and opens a follow-up task. The switch has branches for the statuses "unpaid" (no payment recorded), "due", "partly paid" and "overdue". A paid invoice goes to the default lane, which is empty. |
| Round 2 | Add 7 days to the due date and wait until then. Read the invoice again. If it is still validated, the same switch, in each of its four branches, posts "<invoice number> is still unpaid" on Slack and emails management. |
Build it
Link to this section: Build itStart from the template
«New workflow», «Start from a template», "Staged collection of unpaid invoices".
Connect the mailbox
The reminder is sent from the creator's mailbox, so the mailbox must be connected. The step is tied to its provider automatically when you only have one kind of account.
Fill in the blanks
In round 2, pick the Slack channel of «Post a message» and the recipient of «Send email from Filmo», in each of the four branches (eight blanks). Those two steps go to finance and management. If you do not want a Slack message, delete the step in each branch.
Publish and activate
«Publish and activate». The workflow is private from now on, and cannot be made public.
Things to know
Link to this section: Things to know- The four branches of each switch do the same thing. That is how an OR is written, because a condition compares one value: one branch for each payment status you want to catch.
- If the due date has already passed when the invoice is validated, the first wait does not wait. The reminder goes out at once.
- The second wait is written from the due date, not from the date of the first reminder.
- A run for each invoice stays waiting for as long as it takes. Switching the workflow off does not stop runs that are already waiting; cancel them from the run viewer if you must.
- The reminder to the customer leaves the creator's mailbox; the notice to management leaves Filmo's sending address.
The email body is plain text. To change the wording, edit the text in the step; the invoice number is a variable you insert with «Insert variable».
Related pages
Link to this section: Related pagesBuild
Conditions and operators
A condition compares one variable with one value. The Condition step sends the run down one of two paths; the Switch step picks the first of several.
Build
Integrations
Workflows reach six integrations: email, calendar, Slack and three accounting packages. They do not all work the same way, and the difference decides who can see the workflow and what fails at run time.
Build
Waits and dates
A wait does not block anything: the run is parked, the worker is freed, and the run comes back when its time arrives. You can wait for a delay, or until a date.
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