Video tutorial 7 of 7
How to Set Up Automatic Payment Reminders in Workspace369
To set up automatic payment reminders in Workspace369, open Workflows under Communications, click New workflow, and under Invoices pick the Escalating unpaid invoice reminders template. It starts the day after an invoice's due date and sends a gentle reminder, a firmer one after a week, then a final notice, each with the client's name, the invoice number, the amount and the due date filled in. A step checks the invoice before each reminder, so the reminders stop once it's paid. Click Activate, and it runs by itself every time an invoice goes past due.
What you'll learn
- How to start a workflow from the Escalating unpaid invoice reminders template
- When the reminders start, and what each email says
- How the reminders stop once an invoice is paid
- How to change the wait between reminders
- How to turn the workflow on, pause it, and see its runs
FAQ
Common questions
How do I set up automatic payment reminders in Workspace369?
Open Workflows under Communications, click New workflow, and under Invoices pick the Escalating unpaid invoice reminders template. Check the emails, then click Activate. From then on, it runs by itself every time an invoice goes past due.
Do the reminders stop when the client pays?
Yes. The template has a step that checks the invoice before each reminder. Once the invoice is paid, the reminders stop.
Can I change what the reminder emails say?
Yes. Each email is written for you, with the client's name, the invoice number, the amount and the due date filled in, and you can change any of the wording.
How long does it wait between reminders?
The template starts the day after the due date with a gentle reminder, waits six days before a firmer email, then sends a final notice. Click a wait to change how long it is.
Can I turn payment reminders off?
Yes. You can pause the workflow at any time. Each time it runs, you'll see it under Runs.
Full transcript
Welcome back. In this video, we'll set up automatic payment reminders, so a client who hasn't paid hears from you, without you writing a single email.
Open Workflows, under Communications. A workflow runs by itself when something happens, like an invoice going past due. Click New workflow.
Start from a template. Under Invoices, pick Escalating unpaid invoice reminders. It sends a gentle reminder, a firmer one after a week, then a final notice. Click Use template.
It starts when a payment is overdue. This one begins the day after the due date. The first email is written for you, with the client's name, the invoice number, the amount, and the due date filled in. Change any of the wording you like.
This step checks the invoice before each reminder. Once it's paid, the reminders stop. Then it waits six days, and sends a firmer email. Click a wait to change how long it is. Anything that still needs a look is flagged up here. Open the later emails, and check the mailbox they send from.
When it looks right, click Activate. It's on now, and it runs by itself, every time an invoice goes past due. You can pause it at any time. Each time it runs, you'll see it here, under Runs. And that's automatic payment reminders. In the next video, we'll set up your product catalog.
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