Payment to invoice¶

When money arrives through a payment provider, somebody still has to raise the invoice, mark it paid and send the receipt. This workflow does it the moment the provider reports the payment.

The Payment to invoice workflow on the canvas: Payment webhook, then Find the payer, then Create invoice, then Mark it paid, then Email receipt, then Log the payment

Before you start¶

A payment provider that can send a webhook when a payment succeeds, such as Stripe
An invoice layout in BaseCloud

The workflow¶

Step	Task	Type	What it does
1	Payment webhook	Webhook In	Receives the payment notification
2	Find the payer	Match to Client(s)	Finds the client by the payer’s email address
3	Create invoice	Accounting	Creates the invoice for the amount paid
4	Mark it paid	Accounting	Marks that invoice as paid today
5	Email receipt	Email	Emails the client a link to the paid invoice
6	Log the payment	Workflow Note	Records the payment on the client

About the variables

Values such as {{task_36611_…}} 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. Payment webhook¶

Task: Webhook In. Receives the payment notification.

Field	Set it to
Response Type	`Immediate`
Response Body	`{"received": true}`

Copy this task’s webhook address into your payment provider. The variable names follow the fields the provider sends.

2. Find the payer¶

Task: Match to Client(s). Finds the client by the payer’s email address.

Field	Set it to
Action	`Match to Client`
Find the client by	Contact email = `{{task_36611_customer_email}}`

3. Create invoice¶

Task: Accounting. Creates the invoice for the amount paid.

The Accounting task named Create invoice, opened to its settings

Field	Set it to
Action	`Create Invoice`
Invoice Layout	`752`
Client ID	`{{task_36612_match_client_id}}`
Item Description(s)	`{{task_36611_description}}`
Item Code(s)	`ONLINE`
Item Quantity(ies)	`1`
Unit Cost(s)	`{{task_36611_amount}}`
Tax Rate(s)	`0`

4. Mark it paid¶

Task: Accounting. Marks that invoice as paid today.

Field	Set it to
Action	`Mark Quote / Invoice Paid`
Quote / Invoice ID	`{{task_36613_quote_invoice_id}}`
Date Paid	`today`

5. Email receipt¶

Task: Email. Emails the client a link to the paid invoice.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36612_match_client_id}}`
To	`{{task_36611_customer_email}}`
Subject	`Your receipt: invoice {{task_36613_quote_invoice_o_id_full}}`

Body

Hi,

Thank you for your payment of ${{task_36611_amount}}.

Your paid invoice is here: {{task_36613_document_url}}

Kind regards,
Accounts

6. Log the payment¶

Task: Workflow Note. Records the payment on the client.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36612_match_client_id}}`
Note Type	`Note`
Priority	`Low`
Due Date	`Now`
Tag Users	Tiger Lily
Mark above users as	`Done`

Message

Online payment of ${{task_36611_amount}} received. Invoice {{task_36613_quote_invoice_o_id_full}} created, marked paid and emailed.

Make it yours¶

Add a Create New client task for payers who are not clients yet.
Change the item description and code to match your Pricebook.