Using the Invoice Workflow Trigger

What is the Invoice Workflow Trigger?

The Invoice workflow trigger starts an automated sequence whenever the status of an invoice changes in your CRM. You can set it to respond to events like an invoice being sent, viewed, paid, or voided. This allows you to automate important follow-up tasks, such as sending payment reminders, issuing receipts, or updating contact records, without any manual effort.

Key Benefits

Using this trigger can significantly improve your business operations:

• Accelerate Payments: Automated reminders for sent or overdue invoices can help reduce payment delays and improve cash flow.
• Enhance Communication: Automatically send thank-you notes or payment confirmations to build customer trust and professionalism.
• Increase Efficiency: Eliminate repetitive manual tasks like status tracking and data entry, freeing up time for your team.
• Maintain Accuracy: Ensure your CRM records are updated instantly and consistently with every invoice event.

Configuring the Invoice Trigger

Follow these steps to set up an invoice-triggered workflow.

1. Create or Select a Workflow

Navigate to the Automation section of your CRM and either create a new workflow or open an existing one you wish to edit.

2. Add the Trigger

Click the button to add a new trigger, then select Invoice from the list of available trigger types.

3. Name Your Trigger

Give your trigger a clear, descriptive name. For example, “Invoice Paid Confirmation” or “Follow Up on Sent Invoice.”

4. Set Up Trigger Filters

Filters define the exact conditions that must be met for the workflow to start. The primary filter is the invoice status.

Invoice Status

Choose the specific status change that will activate your workflow:

• Sent: Triggers when an invoice is emailed or otherwise sent to a contact.
• Viewed: Triggers when the recipient opens the invoice link.
• Partially Paid: Triggers when a payment is made that does not cover the full invoice amount.
• Paid: Triggers when an invoice is marked as fully paid.
• Void: Triggers when an invoice is canceled or voided.

Additional Filters

You can add more filters to make your automation more precise.

• Tag: Trigger the workflow only for invoices that have (or do not have) specific tags.
• Custom Fields: Trigger based on values in invoice custom fields, such as payment terms, project codes, or customer segments.
• Invoice Amount: Use the Between operator to trigger the workflow only when the invoice total falls within a specific numeric range. Enter the minimum value in the first field and the maximum in the second. The range includes both endpoint values, and the system will not allow a minimum that is greater than the maximum.

5. Configure Workflow Actions

After the trigger conditions are set, add the actions you want the CRM to perform. Common actions include:

• Sending an email or SMS notification.
• Updating a field on the contact or company record.
• Creating a new task for a team member.
• Adding or removing a tag from the contact.

6. Save and Activate

Once your trigger and actions are configured, save the workflow and activate it. It will now run automatically for all future invoices that meet your criteria.

Frequently Asked Questions

Can I have different workflows for different invoice statuses?

Yes. You can create separate workflows, each with its own Invoice trigger filtered for a specific status like “Sent,” “Paid,” or “Void.” This lets you tailor unique automation for each stage of the payment process.

How can I stop sending reminders after an invoice is paid?

To prevent duplicate reminders, create a second workflow triggered by the “Paid” status. In this workflow, include an action to remove the contact from the initial reminder workflow or to add a tag that excludes them from future reminders.

Can I use multiple filters on a single trigger?

Absolutely. You can combine filters for status, tags, custom fields, and amount to create highly specific automation rules that only apply to a very narrow set of invoices.

Is it possible to notify different people based on the invoice amount?

Yes. By using the invoice amount filter or custom field filters, you can create conditions within your workflow that route notifications or tasks to specific team members. For example, you could send large invoice alerts to a manager while smaller ones go to a standard account email.

What happens if I void an invoice?

When an invoice is voided, it triggers the workflow if you have selected “Void” as the status filter. This is useful for automating actions like notifying a sales rep, removing a pending payment task, or updating internal records to reflect the cancellation.