Add a task for me to chase an unpaid Invoice after 7 days

Steps to add a task for me to chase an unpaid Invoice after 7 days

1 Create your Workflow rules
2 Create Task Action
3 Set your Workflow to Active

Related Help Guide Pages

Learn how to add a Task to chase an unpaid Invoice after 7 days

If you would like an automatic reminder to be set up to chase unpaid invoices, you can do this using Workflows! This guide will show you how to automatically create a task after seven days, so you never miss a follow-up. It’s a simple way to stay on top of your finances and keep everything running smoothly.

Follow this page to learn the steps for adding a Task to an unpaid Invoice after 7 days.

Create your Workflow rules

Creating your Workflow settings helps define the specific conditions an unpaid invoice must meet in order to trigger a task. These rules act as the criteria that determine when and how the system should automatically prompt you to take action

Create the Workflow Rules

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Workflows’ menu option to access the page where you can create & manage your automated emails and tasks
This will open the Workflows DataGrid
Click the ‘Add Workflow’ button
This will open the form where you can create a new Workflow
Add the Title of your Workflow, for example 'Admin Task - Chase for Payment'
Select the module ‘Invoice’ from the drop-down menu
Leave the Trigger Event as ‘Saved’ and then add your Description
Click the 'Save' button in the top right corner
Once saved, new options will appear within your Workflow management menu
Navigate to the Settings page in the Workflow management menu
Add two rules to this Workflow
1. ‘Status - Has Changed'
2. ‘Status - Is In - Outstanding, Part Completed'
Click the 'Save' button in the top right corner

Create Task Action

Below will take you through the steps of creating a Task that will be created for you when an Invoice is overdue. You can customise your Task such as settings its priority, when the Task is due and the type of Task you are creating

Create your Task Action

This step will show you how to create a Task Action within a Workflow

Navigate to the Actions page in the Workflow management menu
Click the 'Add Workflow Action' button
Provide a name for the Action, e.g. 'Invoice Overdue - Admin Task'
Change the Action Name to 'Create Task'
Click the 'Save' button in the top right corner
This will open the full Task form where you can provide the extra information about this Task
Change the Workflow Action Date to a Function of '1 - Week - After - Current Date Time'
Change the Account to your Training Provider Account using the ‘Select’ button
Using the ‘Select’ button, select the ‘Creator User’ as yourself
Change the Mapped To to a Field or 'Trigger Object', this will make sure the Task is mapped to the relevant Invoice
Select the Priority of this Task. 1 being low priority & 5 being high priority
Leave the Progress option as 0
Change the Status to 'Not Started'
Enter a ‘Subject’ to detail what the task is for
Select the task Type from the drop-down menu. Are you sending an Email, calling your customer, or following up on the payment for their Invoice? Within the drop-down, you can select the type of Task you are creating
Add the Due Date field by clicking the green '+' button
Add the Due Date for your Task
e.g. ‘7 Days after Current Date Time’ will mean that the Task needs to be completed within 7 days of the Task being created
Now add the Start Date field using the green '+' button
Set your Start Date
e.g. ‘1 Minute after Current Date Time’ will mean that the Task can be started from 1 minute after the Task is created
Click the 'Save' button in the top right corner
Your Task Action has now been created

Set your Workflow to Active

Once you have created your Workflow, you want to set it as Active, ready to start creating Tasks when Invoices are Overdue. The simple steps below will show you how to activate your Workflow

Activate your Workflow

This step will show you how to make your Workflow Active

Using the breadcrumb trail at the top of the page, click the ‘Workflows’ option to navigate back to the Workflows DataGrid
Right click the Workflow and click the 'Set as Active' option
You will get confirmation that your Workflow is now active!

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