Is anyone using the workflows in QB Online Advanced for payment reminders to customers?

Ceevee · ‎February 19, 2021

We recently upgraded to Advanced for another reason, and I see you have to use Workflows to set up payment reminders. I am feeling really confused about the workflow templates. I have set up 3 - one for a reminder 7 days before due date, and two for notices 10 days and 30 days after due date.

For the advance reminder, the template sets it up as a "task" for a user. I was able to choose the user(s).

But for the other two, the action is to "Update Invoice" and I can choose "at beginning of memo" or "at end of memo". What does that mean?

Hence my confusion! Will the reminders be sent automatically? Or are they just created automatically and someone has to manually send them?

I have tried to test one of the workflows using a test customer and transaction, but nothing happened.

Is anyone actually using these workflow templates successfully?

Help!

Cherry

RenjolynC · ‎February 20, 2021

Thanks for reaching out to us here, Cherry.

In QuickBooks Online Advanced, some workflows automatically send reminders to customers and others send reminders to your team. This way, your team knows what work needs to get done and when to take action.

To find out more about workflows, you can read these articles:

With regard to the update invoice question, may I know what are the conditions selected? This is for us to confirm the actions that are showing up. You can also provide a sample screenshot in your reply.

I'll be around to help you out again. Take care and stay safe!

Ceevee · ‎February 20, 2021

Hi,

Thanks for those links. I had searched and searched for a specific article about payment reminders and did not find the third one you included! That video was helpful as I now understand part of my confusion - the workflow templates looked (from their names) as if they were for different things so I was setting up the Payment Due Reminder template for 7-day-in-advance notices and this other one for the "overdue" reminders: Overdue Invoice Memo.

However I now realize that the second template only adds a message to an invoice, whereas we want to automatically send reminder emails to our customers.

I have now set up three different reminders using the other template called Payment Due Reminder (-7 days, +10 days, +30 days). Although in the configuration area this still says Create Task to send a notification to team members. What is that for?

Does it actually send the emails to the customers as well? It's not completely clear.

Thanks

IamjuViel · ‎February 20, 2021

I appreciate the complete details about your concern, @Ceevee.

The Create Task and notification configuration is intended to send a copy of the reminder to you and the other authorized QuickBooks users. This is applicable once you have setup the reminder approval feature.

You can view it in the Tasks menu. Also, you'll see what needs to be done and who owns each task.

For invoice approval tasks, the reviewer can select the invoice to get more details. Then, select Approve or Deny.
For custom tasks, the task owner just needs to follow whatever steps you put in the note. When they finish the task, select the vertical ellipses and then Mark as complete.

On the other hand, yes, your customer will be notified through an email. Just make sure that you have enter the customer's email address. You can refer to these articles to help make sure that your customer's receive emails from you through QuickBooks:

Leave a comment below if you have other questions or concerns. I'm always here to help.

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Is anyone using the workflows in QB Online Advanced for payment reminders to customers?