Streamline Your Workflow with Automated Invoices for Customer Service

Automated invoices for Customer Service

hey all you xero users wouldn't it be really cool if we could send out an automated thank you email as soon as an invoice was marked as paid or reconciled in xero well unfortunately xero doesn't have that feature at the moment but the good news is that we can automate that entire process using zapier so here's a demo of how to do that using gmail as your email sending service so let's take a look at how to use zapier to send an email from gmail when a sales invoice is marked as paid in xero so first of all we'll start with our trigger step and we're going to use the new payment in xero trigger event option and i'll be using the xerodemo company as the organization but you'd obviously map in your own organization here and as we're dealing with sales invoices we want to map in the accounts receivable option as a payment type next we want to be able to send our customer a pdf receipt of their payment and unfortunately that information doesn't get brought in in the trigger step so we want to be able to add in a search step which we'll do with the find invoice in xero option to then bring through the pdf attachment information so we'll use the demo company again and we'll search by invoice number and then map our invoice number from our trigger step to um to the number field here next we're going to be able to customize our send email in gmail action step and in order for this step to work we obviously need to be able to map in one email address so we'll use the main invoice contact email address that's associated with the invoice that has been paid from our trigger step and you can obviously add in multiple other email addresses so if you have other contacts associated with the invoice you can add them in to the 2 or cc if you wanted to add in a bcc you can add that too i'm also going to map in my gmail email address which is my connected for this particular step and my name and i'll add a subject in thank you your payment was received and then i need to decide whether or not i want to use plain or html in my body so for this example i'm going to use html and i just wanted to introduce you to a really handy tool where you can actually convert word text into html code it's called word html.com you just type in your text over here and then it will generate an html code that you can copy and paste back into your zap and what we've done is we have mapped the invoice contact name uh the bank amount which is the actual paid amount rather than the invoice amount and the invoice number into uh the body also added in my signature from my email and a label where i want my emails to be labeled with and i've also mapped in the invoice pdf which we found in the previous step so obviously if you wanted to use another email service such as microsoft outlook or um email by zapier for example you could use that instead of the gmail step here um and that's basically it so we've used zapier to create um a workflow to send out an email with a pdf attachment as a payment receipt um when our zero sales invoice is marked as paid so i think zapier is pretty awesome and if you liked what you saw and won a copy of that template all you have to do is head over to solver dot co dot uk forward slash templates and you can get a free copy and if you want to see more tips like that to simplify connect and automate your business processes with zapier to save yourself loads and loads of time every single week all you have to do is subscribe to my channel and i'll see you next time work smarter not harder