Payment received: thank you and update¶

Marking an invoice paid is usually followed by three small jobs: thank the client, update their status, tell accounts. This workflow does all three.

The Payment received: thank you and update workflow on the canvas: Invoice paid, then Fetch invoice, then Thank-you email, then Move to Paid, then Accounts log

Before you start¶

Invoices created in BaseCloud
A client status for paid clients

The workflow¶

Step	Task	Type	What it does
1	Invoice paid	CRM Trigger	Starts when an invoice is marked as paid
2	Fetch invoice	Accounting	Fetches the invoice for its number, total and link
3	Thank-you email	Email	Thanks the client and sends a copy
4	Move to Paid	Edit a Client	Moves the client to Paid
5	Accounts log	Workflow Note	Records it for accounts, already marked done

About the variables

Values such as {{task_36445_…}} 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. Invoice paid¶

Task: CRM Trigger. Starts when an invoice is marked as paid.

Field	Set it to
Trigger Type	`Quote / Invoice Change`
Target Field	`Quote/Invoice Marked as paid`

2. Fetch invoice¶

Task: Accounting. Fetches the invoice for its number, total and link.

Field	Set it to
Action	`Fetch Quote / Invoice`
Quote / Invoice ID	`{{task_36445_inv_id}}`

3. Thank-you email¶

Task: Email. Thanks the client and sends a copy.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36445_client_id}}`
To	`{{all_contacts}}`
Subject	`Payment received, thank you`

Body

Hi,

We have received your payment of ${{task_36446_quote_invoice_total}} for invoice {{task_36446_quote_invoice_o_id_full}}. Thank you.

A copy for your records: {{task_36446_document_url}}

Kind regards,
Accounts

4. Move to Paid¶

Task: Edit a Client. Moves the client to Paid.

The Edit a Client task named Move to Paid, opened to its settings

Field	Set it to
Client	`{{task_36445_client_id}}`
Client Status	`Paid`

5. Accounts log¶

Task: Workflow Note. Records it for accounts, already marked done.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36445_client_id}}`
Note Type	`Note`
Priority	`Low`
Due Date	`Now`
Tag Users	Tiger Lily
Mark above users as	`Done`

Message

Invoice {{task_36446_quote_invoice_o_id_full}} paid (${{task_36446_quote_invoice_total}}). Thank-you email sent and status moved to Paid.

Make it yours¶

Add a review request a few days later.
Skip the status change for clients on a maintenance plan with an If Statement.