On the 1st of each month, emails clients whose FreshBooks invoices are 30+ days overdue; anything over $5,000 is approved first.
Uses
FreshBooks
Gmail
Monthly FreshBooks overdue reminders, with approval for large invoices
Run every month on day 1 at 09:00.Run every month on day 1 at 09:00.
Who approves large remindersSet approver_email to blank.Find invoices more than 30 days overdueList invoices. Save it as overdue_invoices.FreshBooks
Go through each overdue invoiceFor each invoice in overdue_invoices.invoices:
Only when the client has an email addressIf invoice.client_email isn't blankYes
Reminders of $5,000 or less need no approvalSet reminder_approved to true.Is more than $5,000 still owed?If invoice.outstanding.amount is greater than 5000Yes
Ask finance to approve the reminderRequest approval: Send a payment reminder to invoice.client_name for invoice invoice.invoice_number (invoice.outstanding_display owed)? Save it as finance_decision.
Who to ask: approver_emailClient: invoice.client_name (invoice.client_email)
Invoice number: invoice.invoice_number
Amount still owed: invoice.outstanding_display
Invoice total: invoice.amount_display
Due date: invoice.due_date_display
Days overdue: invoice.days_overdue
Approve to email the payme...
Follow finance's decisionChange reminder_approved to finance_decision.approved.No
No steps
Send only if the reminder may go outIf reminder_approved is yesYes
Email the client a payment reminderSend an email to invoice.client_email. Save it as reminder_email.
Subject: Payment reminder: invoice invoice.invoice_number is overdueHello invoice.client_name,
This is a reminder that payment for the invoice below is now more than 30 days past due.
Invoice number: invoice.invoice_number
Amount due: invoice.outstanding_display
Due date: invoice.due_date_display
...GmailNo
No steps
No
No steps