Templates
Templates
Ready-made workflows you can start from.
Communication
Link to this section: Communication| Name | Description |
|---|---|
| Incoming email triage | Classifies incoming email by its subject, archives it or routes it to the right team, and leaves in the chat the… |
Sales and quotes
Link to this section: Sales and quotes| Name | Description |
|---|---|
| Create follow-up for issued quotes that remain unanswered | Four days after a quote is validated, checks its current status in Filmo. |
| Quote validated in Filmo → send it to Xero | When a quote is validated in Filmo, sends its active version to Xero with its customer and lines grouped by tax, and… |
| Quote validated in Filmo → send it to QuickBooks | When a quote is validated in Filmo, sends its active version to QuickBooks with its customer and lines grouped by tax,… |
| Quote validated in Filmo → send it to Holded | When a quote is validated in Filmo, sends its active version to Holded with its customer and lines grouped by tax, and… |
Orders and logistics
Link to this section: Orders and logistics| Name | Description |
|---|---|
| Reserved order → calendar and preparation | Reserves the slot with the order's real dates, opens the preparation task and notifies the warehouse. |
| Remind about the pickup confirmation two days before departure | Two days before the reserved order starts, creates an internal task to confirm pickup with the customer. |
| Daily report of departures and returns | Every working morning, Neo writes what goes out and what comes back today, and the workflow distributes it through… |
| Return → equipment review | Opens the review of the returned equipment and, the next day, sends the workshop the summary of issues that Neo… |
| Notify of a cancelled order and review the released equipment | Notifies the team of the cancellation, creates a task to review the equipment and asks Neo for a summary of… |
Invoicing and payments
Link to this section: Invoicing and payments| Name | Description |
|---|---|
| Staged collection of unpaid invoices | On the due date, checks this invoice in Filmo. |
| Create payment review tasks according to the payment method | When a payment is recorded in Filmo, creates tasks to review transfers, card payments or cash deposits and notifies… |
| Invoice created in Filmo → send it to Xero as a draft | When an invoice is created in Filmo, sends it to Xero as a draft with its customer, lines grouped by tax and due date,… |
| Invoice approved in Filmo → approve its draft in Xero | When you approve in Filmo an invoice that is a draft in Xero, also approves it in Xero with the same number it has in… |
| Filmo invoice draft approved in Xero → approve it in Filmo | When the accountant approves in Xero an invoice that Filmo sent as a draft, marks it as approved in Filmo with the… |
| Invoice validated in Filmo → send it to Xero | When an invoice is validated in Filmo, creates it in Xero with its customer, its lines by tax and its due date, and… |
| Customer payment recorded in Filmo → record it in Xero | When you record a partial or full customer payment for an invoice in Filmo, adds it to that invoice in Xero. |
| Customer payment recorded in Xero → record it in Filmo | When a customer pays an invoice in Xero, records the payment against its Filmo invoice. |
| Credit note created in Filmo → send it to Xero as a draft | When a credit note is created in Filmo, sends it to Xero as a draft with its customer and lines grouped by tax, even… |
| Credit note approved in Filmo → approve its draft in Xero | When you approve in Filmo a credit note that is a draft in Xero, also approves it in Xero with the same number it has… |
| Filmo credit note draft approved in Xero → approve it in Filmo | When the accountant approves in Xero a credit note that Filmo sent as a draft, marks it as approved in Filmo with the… |
| Credit note validated in Filmo → send it to Xero | When a credit note is validated in Filmo, creates it in Xero with its customer and its lines by tax, and links it. |
| Invoice created and approved in Xero → record it in Filmo | When an invoice that Filmo did not send is approved in Xero, records it in Filmo as a mirror copy: it can be viewed… |
| Invoice from Xero changed → update its mirror in Filmo | When an invoice changes in Xero (content, payment or voiding) and Filmo has recorded it as a mirror copy, updates that… |
| Invoice from Xero voided → void its mirror in Filmo | When an invoice that Filmo recorded as a mirror copy is voided or deleted in Xero, marks the copy as voided in Filmo. |
| Credit note created and approved in Xero → record it in Filmo | When a credit note that Filmo did not send is approved in Xero, records it in Filmo as a mirror copy: it can be viewed… |
| Credit note from Xero changed → update its mirror in Filmo | When a credit note changes in Xero (content, payment or voiding) and Filmo has recorded it as a mirror copy, updates… |
| Credit note from Xero voided → void its mirror in Filmo | When a credit note that Filmo recorded as a mirror copy is voided or deleted in Xero, marks the copy as voided in Filmo. |
| Payment deleted in Filmo → delete it in Xero | When you delete a customer or supplier payment in Filmo that was sent to Xero, deletes it there too. |
| Invoice voided in Filmo → void it in Xero | Optional. Voiding an invoice in Filmo also voids it in Xero. This is irreversible. |
| Credit note voided in Filmo → void it in Xero | Optional. Voiding a credit note in Filmo also voids it in Xero. This is irreversible. |
| Invoice validated in Filmo → send it to QuickBooks | When an invoice is validated in Filmo, creates it in QuickBooks with its customer, its lines by tax and its due date,… |
| Customer payment recorded in Filmo → record it in QuickBooks | When you record a partial or full customer payment for an invoice in Filmo, adds it to that invoice in QuickBooks. |
| Customer payment recorded in QuickBooks → record it in Filmo | When a customer pays an invoice in QuickBooks, records the payment against its Filmo invoice. |
| Credit note validated in Filmo → send it to QuickBooks | When a credit note is validated in Filmo, creates it in QuickBooks with its customer and its lines by tax, and links it. |
| Invoice created in QuickBooks → record it in Filmo | When an invoice that Filmo did not send is created in QuickBooks, records it in Filmo as a mirror copy: it can be… |
| Invoice from QuickBooks changed → update its mirror in Filmo | When an invoice changes in QuickBooks (content, payment or voiding) and Filmo has recorded it as a mirror copy,… |
| Invoice from QuickBooks voided → void its mirror in Filmo | When an invoice that Filmo recorded as a mirror copy is voided or deleted in QuickBooks, marks the copy as voided in… |
| Credit note created in QuickBooks → record it in Filmo | When a credit note that Filmo did not send is created in QuickBooks, records it in Filmo as a mirror copy: it can be… |
| Credit note from QuickBooks changed → update its mirror in Filmo | When a credit note changes in QuickBooks (content, payment or voiding) and Filmo has recorded it as a mirror copy,… |
| Credit note from QuickBooks voided → void its mirror in Filmo | When a credit note that Filmo recorded as a mirror copy is voided or deleted in QuickBooks, marks the copy as voided… |
| Payment deleted in Filmo → delete it in QuickBooks | When you delete a customer or supplier payment in Filmo that was sent to QuickBooks, deletes it there too. |
| Invoice voided in Filmo → void it in QuickBooks | Optional. Voiding an invoice in Filmo also voids it in QuickBooks. This is irreversible. |
| Credit note voided in Filmo → void it in QuickBooks | Optional. Voiding a credit note in Filmo also voids it in QuickBooks. This is irreversible. |
| Invoice created in Filmo → send it to Holded as a draft | When an invoice is created in Filmo, sends it to Holded as a draft with its customer, lines grouped by tax and due… |
| Invoice approved in Filmo → approve its draft in Holded | When you approve in Filmo an invoice that is a draft in Holded, also approves it in Holded with the same number it has… |
| Filmo invoice draft approved in Holded → approve it in Filmo | When the accountant approves in Holded an invoice that Filmo sent as a draft, marks it as approved in Filmo with the… |
| Invoice validated in Filmo → send it to Holded (numbered according to the connection) | When an invoice is validated in Filmo, creates it in Holded with its customer, its lines by tax and its due date, and… |
| Customer payment recorded in Filmo → record it in Holded | When you record a partial or full customer payment for an invoice in Filmo, adds it to that invoice in Holded. |
| Customer payment recorded in Holded → record it in Filmo | When a customer pays an invoice in Holded, records the payment against its Filmo invoice. |
| Credit note created in Filmo → send it to Holded as a draft | When a credit note is created in Filmo, sends it to Holded as a draft with its customer and lines grouped by tax, even… |
| Credit note approved in Filmo → approve its draft in Holded | When you approve in Filmo a credit note that is a draft in Holded, also approves it in Holded with the same number it… |
| Filmo credit note draft approved in Holded → approve it in Filmo | When the accountant approves in Holded a credit note that Filmo sent as a draft, marks it as approved in Filmo with… |
| Credit note validated in Filmo → send it to Holded (numbered according to the connection) | When a credit note is validated in Filmo, creates it in Holded with its customer and its lines by tax, and links it. |
| Invoice created and approved in Holded → record it in Filmo | When an invoice that Filmo did not send is approved in Holded, records it in Filmo as a mirror copy: it can be viewed… |
| Invoice from Holded changed → update its mirror in Filmo | When an invoice changes in Holded (content, payment or cancellation) and Filmo has recorded it as a mirror copy,… |
| Invoice from Holded deleted → void its mirror in Filmo | When an invoice that Filmo recorded as a mirror copy is deleted in Holded, marks the copy as voided in Filmo. |
| Credit note created and approved in Holded → record it in Filmo | When a credit note that Filmo did not send is approved in Holded, records it in Filmo as a mirror copy: it can be… |
| Credit note from Holded changed → update its mirror in Filmo | When a credit note changes in Holded (content, payment or cancellation) and Filmo has recorded it as a mirror copy,… |
| Credit note from Holded deleted → void its mirror in Filmo | When a credit note that Filmo recorded as a mirror copy is deleted in Holded, marks the copy as voided in Filmo. |
| Payment deleted in Filmo → delete it in Holded | When you delete a customer or supplier payment in Filmo that was sent to Holded, deletes it there too. |
| Invoice voided in Filmo → void it in Holded | Optional. Voiding an invoice in Filmo also voids it in Holded. This is irreversible. |
| Credit note voided in Filmo → delete it in Holded | Optional. Voiding a credit note in Filmo also deletes it in Holded (Holded does not void credit notes). |
Purchasing and suppliers
Link to this section: Purchasing and suppliers| Name | Description |
|---|---|
| Create the intake and tagging tasks for a received purchase | When a purchase is received, opens a task to register and tag the equipment. |
| Create and remind about the task of paying a supplier invoice | When a supplier invoice is validated, opens the task to schedule its payment. |
| Supplier invoice validated in Filmo → send it to Xero | When a supplier invoice is validated in Filmo, records it in Xero with its supplier and purchase taxes, and links it. |
| Supplier payment recorded in Filmo → record it in Xero | When you record a supplier invoice payment in Filmo, adds it to that invoice in Xero. |
| Supplier payment recorded in Xero → record it in Filmo | When a supplier invoice is paid in Xero, records the payment against its Filmo supplier invoice. |
| Supplier invoice validated in Filmo → send it to QuickBooks | When a supplier invoice is validated in Filmo, records it in QuickBooks with its supplier and purchase taxes, and… |
| Supplier payment recorded in Filmo → record it in QuickBooks | When you record a supplier invoice payment in Filmo, adds it to that invoice in QuickBooks. |
| Supplier payment recorded in QuickBooks → record it in Filmo | When a supplier invoice is paid in QuickBooks, records the payment against its Filmo supplier invoice. |
| Supplier invoice validated in Filmo → send it to Holded | When a supplier invoice is validated in Filmo, records it in Holded with its supplier and purchase taxes, and links it. |
| Supplier payment recorded in Filmo → record it in Holded | When you record a supplier invoice payment in Filmo, adds it to that invoice in Holded. |
| Supplier payment recorded in Holded → record it in Filmo | When a supplier invoice is paid in Holded, records the payment against its Filmo supplier invoice. |
Inventory and equipment
Link to this section: Inventory and equipment| Name | Description |
|---|---|
| Create documentation, rate and maintenance tasks for a new item | When an item is created in Filmo, opens three tasks to complete its documentation, rate and initial maintenance, and… |
Maintenance and incidents
Link to this section: Maintenance and incidents| Name | Description |
|---|---|
| Incident → escalation by severity | Escalates according to severity, warns if the equipment becomes unavailable and adds the item's incident history for… |
Customers and contacts
Link to this section: Customers and contacts| Name | Description |
|---|---|
| Create a customer in Filmo and prepare their welcome | Enter the customer's details to create their record and address in Filmo, open a call task and send them a welcome… |
| Contact created in Filmo → create it in Xero | When a contact is created in Filmo, creates it in Xero and links it; if a matching tax ID, email or name already… |
| Contact changed in Filmo → update it in Xero | When the details of a Filmo contact already in Xero change (name, tax ID, email…), updates them there. |
| Contact changed in Xero → update it in Filmo | When the accountant corrects a contact in Xero (name, tax ID, email, phone numbers or billing address), applies the… |
| Contact created in Filmo → create it in QuickBooks | When a contact is created in Filmo, creates it in QuickBooks and links it; if a matching tax ID, email or name already… |
| Contact changed in Filmo → update it in QuickBooks | When the details of a Filmo contact already in QuickBooks change (name, tax ID, email…), updates them there. |
| Contact changed in QuickBooks → update it in Filmo | When the accountant corrects a contact in QuickBooks (name, tax ID, email, phone numbers or billing address), applies… |
| Contact created in Filmo → create it in Holded | When a contact is created in Filmo, creates it in Holded and links it; if a matching tax ID, email or name already… |
| Contact changed in Filmo → update it in Holded | When the details of a Filmo contact already in Holded change (name, tax ID, email…), updates them there. |
| Contact changed in Holded → update it in Filmo | When the accountant corrects a contact in Holded (name, tax ID, email, phone numbers or billing address), applies the… |
Neo and intelligence
Link to this section: Neo and intelligence| Name | Description |
|---|---|
| Send Neo's weekly summary and the full orders Excel | On Fridays, Neo prepares the week's summary. |
| Audiovisual industry radar | On Mondays, searches the web for industry news and Neo summarizes it in five points with what it means for a rental… |
| Ask Neo on demand | It is launched by hand with a question: Neo answers it with account data and web search, and the result arrives in the… |
| Send a Neo report and a link to the full orders Excel | Give a question and a recipient: Neo writes the report and sends it by email with a temporary link to the full orders… |
Customer portal
Link to this section: Customer portal| Name | Description |
|---|---|
| Quote viewed and not signed → the salesperson calls | The customer opened the quote and went quiet. |
| Quote rejected → loss analysis | Notifies sales, opens the call task and sends management that customer's pattern of rejections according to Neo. |
| Confirm to the customer the payment received in the Filmo portal | When a payment is received from the portal, it sends a thank-you email to the customer and notifies the team. |
| Assign the internal follow-up of portal incidents | Depending on the type of incident reported in the portal, creates tasks and notifies the team. |
Alerts and monitoring
Link to this section: Alerts and monitoring| Name | Description |
|---|---|
| Notify of incidents still unresolved after 24 hours | Waits 24 hours and checks the current status in Filmo. |
| Prepare with Neo a daily summary of late returns | Every morning, asks Neo for an analysis of the orders pending return and publishes it on Slack, even if nothing is late. |
| Every Monday → reconcile open invoices with Xero | Every Monday, compares with Xero the invoices and supplier invoices that are still open in Filmo, and if any is voided… |
| Every Monday → reconcile open invoices with QuickBooks | Every Monday, compares with QuickBooks the invoices and supplier invoices that are still open in Filmo, and if any is… |
| Every Monday → reconcile open invoices with Holded | Every Monday, compares with Holded the invoices and supplier invoices that are still open in Filmo, and if any is… |
| Orders leaving tomorrow | Every morning, finds reserved orders that start tomorrow and, only if there are any, notifies the warehouse with the… |
| Orders not returned on time | Every morning, finds delivered orders whose rental period has already ended and that are still not returned and, only… |
| Overdue tasks not done | Every working morning, finds pending tasks whose end date has passed and, only if there are any, notifies the team… |
| Overdue unpaid invoices | Every working morning, reviews the Filmo invoices that are pending or partially paid and past their due date and, only… |
| Quotes expiring this week | Every working morning, finds quotes awaiting a reply whose validity ends within the next seven days and, only if there… |
| Stock below the minimum | Every Monday, checks which items and variants have available stock below their minimum and, only if there are any,… |
| Vehicle inspections (ITV) about to expire | Every Monday, finds the active vehicles whose technical inspection is due in the next thirty days and, only if there… |
Reports and metrics
Link to this section: Reports and metrics| Name | Description |
|---|---|
| Monthly dashboard report | On the 1st of each month, freezes the previous month's report from your dashboard and sends it by email with the link. |
| Weekly snapshot of indicators | Every Monday, freezes the state of the dashboard and publishes the link in the team chat, to keep the week-by-week… |
| Send a link to the full orders Excel every month | On the 1st, generates the full Excel of orders and sends a temporary link to the accountant. |
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