The “Invoice” workflow trigger automates actions based on changes in invoice status. Whether an invoice is sent or paid, this trigger can help streamline follow-ups, reminders, notifications, and record updates. This article provides a comprehensive guide on setting up this trigger, its benefits, and real-world use cases to enhance your invoicing and payment processes.

TABLE OF CONTENTS

• What is Invoice Workflow Trigger
• Key Benefits of Invoice Workflow Trigger
• Configuring Invoice Workflow Trigger
  • Name Your Trigger
  • Set Up Filters
    • Invoice Status
    • Additional Filters
  • Configure Workflow Actions
• Use Cases
• Frequently Asked Questions

What is Invoice Workflow Trigger

The “Invoice” workflow trigger activates whenever there is a change in the status of an invoice. You can configure this trigger to respond to different statuses, such as sent, paid, or overdue, and initiate a series of automated actions. This is particularly useful for businesses that want to ensure timely follow-ups, confirmations, or notifications without manual intervention.

Key Benefits of Invoice Workflow Trigger

Discover how this trigger can transform your invoicing process:

• Improves Cash Flow Management: Automatically reminding customers about upcoming payments helps reduce overdue invoices.
  
  
• Enhances Customer Experience: Sending timely thank-you emails and confirmations upon payment reflects professionalism and builds trust.
  
  
• Reduces Manual Effort: Automating routine actions like sending reminders or updating records saves time and ensures consistency.
  
  
• Enables Better Tracking: Real-time notifications about invoice status changes keep your team informed and ready for further action.

Configuring Invoice Workflow Trigger

Let’s walk through setting up the Invoice trigger in your workflow :

Navigate to Workflows

Access the "Automation" section of your platform and create a new workflow or select the existing workflow where you wish to apply the Invoice trigger.

Choose a Workflow Trigger

Click the "+ Add New Trigger" button and Select the “Invoice” trigger from the list of available options.

Name Your Trigger

Give the trigger a descriptive name for easy identification, such as “Post Workshop Invoice Sent”

Set Up Filters

Use filters to define specific conditions for the trigger.

Invoice Status

The Invoice Status Filter allows you to define the specific status change that activates your workflow. This ensures that only relevant invoices trigger automated actions. Below is a detailed explanation of each status option:

• Paid: Triggers the workflow when an invoice is fully paid. This is useful for sending thank-you emails, updating CRM records, or notifying the finance team about completed payments.
  
  
• Partially Paid: Triggers the workflow when a partial payment is made on an invoice. This is helpful for businesses that allow installment payments and want to track partial settlements.
  
  
• Sent: Activates the workflow when an invoice is sent to a customer. This is useful for automating reminders, ensuring timely follow-ups, or logging the sent status in the CRM.
  
  
• Viewed: Triggers the workflow when the customer views the invoice. This is useful for tracking customer engagement and planning timely follow-ups.
  
  
• Void: Activates the workflow when an invoice is voided. This is particularly helpful for maintaining accurate financial records and ensuring no further reminders or actions are taken on canceled invoices.

Additional Filters

Has Tag

In addition to the Invoice Status Filter, you can further refine your workflows using “Has Tag” filter and Custom Fields. These filters allow you to create more precise automation by narrowing down the trigger conditions based on specific criteria.

Custom Fields 

The Custom Fields option allow you to trigger workflows based on unique data points stored in custom fields. This is especially useful for businesses with specific invoicing requirements, such as differentiating between payment terms or customer types.

Configure Workflow Actions

Add actions that should be triggered when the workflow is activated. Common actions include:

• Sending an email or SMS notification.
• Updating CRM fields.
• Assigning follow-up tasks.

Save and Activate

Once all steps are configured, "Save" the workflow and activate it to start automating your invoice processes.

Use Cases

Let's look at some examples where the Invoice trigger could be applied:

Use Case #1 Automated Payment Reminder Workflow

Scenario: A software company offers subscription services and wants to ensure that customers are reminded to pay their invoices promptly. Late payments cause disruptions in service delivery, and timely reminders can help reduce overdue accounts.

Workflow Setup:

• Trigger Name: Payment Reminder Workflow
• Filters: Invoice Status is “Sent”

Workflow Actions:

1. Wait for a specified duration (e.g., 7 days before due date).
2. Send an automated SMS and email reminder to the customer, including the due date, invoice amount, and payment link.

Outcome: This automation reduces overdue invoices and improves cash flow by ensuring customers are reminded well before the payment due date.

Use Case #2 Internal Notification for High-Value Invoices

Scenario: The finance team of an agency needs to be instantly alerted whenever a high-value invoice (above a specified amount) is marked as paid. This helps in quickly acknowledging receipt of large payments and ensures prompt follow-up actions, if any.

Workflow Setup:

• Trigger Name: High-Value Invoice Alert
• Filters: Invoice Status is “Paid” and Invoice Amount is greater than a specified value (e.g., $5,000).

Workflow Actions:

1. Send an internal app notification to the finance team.
2. Log the event in the CRM for future reference.

Outcome: This workflow ensures the finance team stays informed about significant payments, allowing timely acknowledgments and efficient financial management.

Use Case #3 Customer Follow-Up and Feedback Request

Scenario: A consulting firm wants to gather feedback after clients make payments, helping improve their service delivery and customer satisfaction.

Workflow Setup:

• Trigger Name: Customer Follow-Up Workflow
• Filters: Invoice Status is “Paid”

Workflow Actions:

1. Send a thank-you email to the customer, including a link to a feedback form.
2. Add the customer to a segmented email list for future service updates and promotions.

Outcome: This automation strengthens client relationships by showing appreciation and collecting valuable feedback for service improvement.

Frequently Asked Questions

Q. Can I set up different actions for different invoice statuses?

Yes, you can configure separate workflows for various statuses like Sent, Paid, Partially Paid, and Overdue. This allows you to tailor specific actions for each status.

Q. How can I prevent duplicate reminders from being sent after payment?

To avoid duplicate reminders, set up a secondary workflow triggered by the “Paid” status. This workflow should include an action to remove the contact from the initial reminder workflow.

Q. Can I add multiple filters to a single trigger?

Yes, you can add multiple filters, such as invoice status, tags, or custom fields, to refine the trigger conditions further.

Q. Is it possible to notify different teams based on the invoice amount?

Absolutely. By using filters and conditions, you can create workflows that send notifications to specific teams based on criteria like invoice amount or customer type.

Q. How do I ensure that the workflow doesn’t send unnecessary reminders after the payment is made?

Enable the “Stop on Response” option in the settings. This ensures that once the payment is made, the contact is removed from the workflow, preventing unnecessary follow-ups.