Overdue invoice reminders¶

Most late invoices are forgotten, not disputed. A polite reminder on the day the terms run out collects a surprising share of them without anyone picking up the phone. This workflow waits out the payment terms, checks the invoice, and only chases the ones that are still open.

The Overdue invoice reminders workflow on the canvas: New invoice, then Wait 30 days, then Fetch invoice, then Still unpaid?, then Send reminder, then Accounts note

Before you start¶

Quotes and invoices created in BaseCloud
Online payments switched on, for the payment link

The workflow¶

Step	Task	Type	What it does
1	New invoice	CRM Trigger	Starts whenever a quote or invoice is created
2	Wait 30 days	Delay	Waits out 30-day terms and lands on a weekday
3	Fetch invoice	Accounting	Looks the invoice up again, so the workflow sees today’s state
4	Still unpaid?	If Statement	Continues only when the invoice has no payment date
5	Send reminder	Email	Emails the amount, the invoice number and a link to pay
6	Accounts note	Workflow Note	Leaves accounts a note to call if it is still unpaid in a week

About the variables

Values such as {{task_36339_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. New invoice¶

Task: CRM Trigger. Starts whenever a quote or invoice is created.

Field	Set it to
Trigger Type	`Quote / Invoice Change`
Target Field	`Quote/Invoice Created`

2. Wait 30 days¶

Task: Delay. Waits out 30-day terms and lands on a weekday.

Field	Set it to
Delay Type	`Specified Time`
Days	`30`

3. Fetch invoice¶

Task: Accounting. Looks the invoice up again, so the workflow sees today’s state.

Field	Set it to
Action	`Fetch Quote / Invoice`
Quote / Invoice ID	`{{task_36339_inv_id}}`

4. Still unpaid?¶

Task: If Statement. Continues only when the invoice has no payment date.

The If Statement task named Still unpaid?, opened to its settings

Field	Set it to
Condition	`{{task_36341_quote_invoice_date_paid}}` is empty

5. Send reminder¶

Task: Email. Emails the amount, the invoice number and a link to pay.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36339_client_id}}`
To	`{{all_contacts}}`
Subject	`Invoice {{task_36341_quote_invoice_o_id_full}} is overdue`

Body

Hi,

Invoice {{task_36341_quote_invoice_o_id_full}} for ${{task_36341_quote_invoice_total}} is now overdue.

You can pay online here: {{task_36341_payment_link}}

If you have already paid, thank you, and please ignore this message.

Kind regards,
Accounts

6. Accounts note¶

Task: Workflow Note. Leaves accounts a note to call if it is still unpaid in a week.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36339_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`In One Week (8AM)`
Tag Users	Tiger Lily

Message

Reminder sent for overdue invoice {{task_36341_quote_invoice_o_id_full}} (${{task_36341_quote_invoice_total}}). Call if it is still unpaid in a week.

Make it yours¶

Match the Delay to your payment terms.
Add a second round: another delay, another check, and a firmer email.
The trigger also fires for quotes. Add an If Statement on quote_invoice after the fetch to run for invoices only.