Create Your Perfect Invoice Reminder Template for Facilities Effortlessly

Invoice reminder template for Facilities

foreign [Music] my name is Isaiah Torres a part of consensus and I'm an associate consultant today I'll be walking through how to create a workflow to send out open invoice reminders to your customers if there's any open invoices from you know your current month or any previous months you're able to send a reminder through a workflow working off of a safe search so you don't need to manually email these customers and inform them that they still have an open invoice this simplifies and automates that process so with that being said the first thing we'll start with is creating a safe search that will that the workflow will use to email those specific customers I have gone ahead and created the safe search but I will show you how to create this safe search so I have a safe search here called open invoice reminder so if we walk through the steps it would be to create the safe search you go to reports save searches and you can hover over all saved searches and hit new since we're going off of invoices we do want to select the transaction safe search and I'm going to walk through these steps but I won't save this as I already have the saved search created so once we get down to transaction we'll hit this and then search title will name it you know open invoice reminder and down here we want to set it as public so that you'll be able to find it or someone else needs to create the workflow they'll be able to find a safe search typically if you don't have this set it means that it's only available to your eyes only it's it'll become it will fall under as a private safe search and that will be why people on the team won't be able to find it so since we're doing transactions we'll want to hit the type criteria here and with the type we scroll down we'll see that we have invoice here perfect now the next step would be to add a few more criteria so we want to look for open invoices which would be under the status so invoices as we'll scroll down here we'll see only has two different statuses or sorry I just have a few but we're interested in the open as paid in full would be already paid pending approval things of that nature these will be considered open and open to the customer so we'll hit that to set the status and then we'll also want to do Mainline so with Mainline this looks at the Header information of an invoice does not look at the line level details such as items or anything like that so that's why we want to look at the main line so we can see which customer and the total amount for the invoices so that's the criteria for the results you have the native options here of netsuite I typically clear this out and leave the fields that I want on the save search so once you have the fields that you want um you can hit save and run and it'll open up the safe search as you can see here I left the date the period document number name and the amount so this will be the safe search we use in our workflow or this open reminder now that we have the safe search created we can jump into the workflow itself so we'll hit we'll hover over setup come down to sorry we'll hover over customizations go to workflow hit workflows and we can hit the new I like to open a new tab so I can always reference my previous work here with safe search so this will be the name of the workflow we can hit or we can select open invoice reminder as the name so record type again it's going to be a transaction it's very similar to the safe search the safe searches would be going based off of the transaction type as well once we hit select the transaction the record type as transaction we'll see the available subtypes which were also under the criteria for the save search so as we scroll down we'll see invoice so we'll select invoice we'll want to leave as testing for right now and we'll scroll down here so this will be the difference event based and scheduled event bases if you're opening records or viewing or creating new ones you can leave it as an event base but because we want this to be sent out on a regular schedule to our customers we want to hit the scheduled here so now that we have hit scheduled we'll see that we do have different options we see that we have the save search filter which we just created and we have it as open invoice reminder so now that we have selected the open invoice reminder this means that this workflow will be looking at the results here so if we come back to our screen we wanted to repeat yes we want the frequency to be weekly we can send this out once a once a week or you can send it out daily or monthly totally up to you how you want to do that we set the schedule you know for whatever day we want to send it out we want to send it out for tomorrow we'll set it out for tomorrow and then you choose the time that you want to send it out so we can hit 7 A.M now that we did select weekly we do want to choose the day that we want the sent out and as we saw that we selected the date for Wednesday we'll keep it as Wednesday but you could choose any day of the week that you would like now that we have the overview for this workflow will hit save once we hit save this screen will load and okay if I go back here and see that we have our open invoice reminder we'll hit edit we're hitting edit because we wanna confirm what the action is going to be for this workflow so if we jump in and then we hit the pencil icon which will allow us to add the action we will hit new action and as you can see here here the different actions you can do and we scroll down to send email we'll see that sending an email is possible through a workflow so with this we'll have the fields here or the criteria it doesn't necessarily matter as we're using the saved search so we come down here for the parameters section the sender you can choose a specific sender and what this means is that when the email goes out the email will go will be coming from this person so it will say from Catherine glass and for the recipient we'll choose the from field and we'll choose the customer record so this will allow you to select a different record that may contain an email field and since we're selecting the customer field on this drop down for field we will select the email this is going to be the primary email on the customer record and once we have that this means that this will be sending from this user to the customer record email whichever email is on that customer so on the content you can use an email template if you would like or you can create a custom message so we would say since this is an open invoice reminder we would put open invoice reminder the body you can choose what you would like to say in the body so hello this is a reminder that you have an open invoice thanks and again you can choose whatever you would like in the body email you will want to select so you don't want to put view record link because this would provide a link in the email for them to access netsuite and typically customers will not have that so we don't want that we don't want to have that selected down here on the attachment you can select the file or from the from field since we are going to include the transaction we'll want it to be a PDF and as you can see you do have options here HTML PDF default EF is always going to be the attachment that customers prefer so we can leave that as is on this screen and then once we have that selected we can hit save and what this does mean what this does this action here is telling the workflow that once it's running it's going to send an email based off our safe search to the customer email that is on the customer record so we know that the email is going to be going to the the primary email that the customer has with us in netsuite and that will receive an email that states they have an open invoice and be able to see the attached invoice as well so now that we have created this workflow if we come back here to our overview setup for the workflow it will be running tomorrow August 30th at 7am and sending out to all the customers on here so that means that there will be a total of 40 emails being sent out once this workflow is executed now typically the release status here would not be set on testing you would want it to be released testing is for only when you are testing the workflow itself but since this is a pretty straightforward workflow that's only going to be sending an email we can set it as release and put as save once you have that you will see that tomorrow your customers will receive their email will receive this email and be able to review their invoice and make payment and that is our short and sweet for today if you have any questions please feel free to reach out to us at consensus.com thank you