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Notion invoices for Financial Services

hi today in this video we are going to learn how you can use this notion template to set up invoice payment reminders to your customer all on automation so what you see on screen is the exact template which you're going to use for this automation essentially in this template we have the following columns the first is the customer name where you can enter the customer name uh over here then we have the email of the customer where you can enter the email of the desired customer then we have the invoice details so you can specify the details related to invoice over here then we have the invoice number after this we have invoice amount then we have the status of the invoice so if the invoice is under the paid status this means the payment of the invoice has been done if the invoice is under due status this means that the payment of the invoice is still pending due then we have the due date of the payment for the invoice and finally we have the invoice that we can attach as a PDF over here so this is how we are going to set up the entire template for Automation and if you have a look at the message that we're going to receive this is an exact copy of the automated reminder message that I have just received on this particular email so if you notice uh you can see that the name of the sender is over here so if I click on this and open this you can see that the name of the sender is visible over here then on the subject line we have the invoice number mentioned and the it is reading as invoice number three is due soon and action is required on this okay so invoice number three it picked up from the database if you see in the database we have the invoice number three reflected over here for the payment that has not been done for customer 3 okay if you scroll down and you click on this you can see that the sender name is mentioned over here then the customer email ID is put over here so this is notion automation gmail.com and if you see this database we have the same email that is reflecting over here for the invoice that has not been paid now if you read the particular uh body of the invoice it says that the de customer 3 so customer 3 is the name of the customer which are specified over here okay and if you read the entire message we hope this message finds you well we greatly appreciate your business and would like to remind you that invoice 3 is due for payment on February 6 2024 so invoice 3 is reflecting over here in the invoice number and the due date is picked up from this part okay February 6 2024 and if you move on we have the other invoice details that is the invoice number the invoice is raised for what then the DU dat of the invoice the total amount of the invoice okay so invoice number is invoice 3 which we have picked from here here then the invoice is raised for service 3 which we picked from here okay the invoice details then the due dat is February 6224 which you again picked from here and the total amount is $150 which we have picked from here now you can change this invoice amount to any preferred currency of your choice it is completely dependent upon you for this demonstration I'm putting a dollar sign next to the amount uh and I'm going to proceed further then in the body we have to ensure a smooth and uned partnership we can kindly request you that you process the payment by the due date mentioned above prompt payment helps us maintain the high level of service you expect now you can entirely customize this message as for your requirement this is just a sample template then we have the payment options where you can put the bank account detail the Swift Code and all the relevant details okay so you can customize this as per your business needs then it says that furthermore we have attached the invoice for your convenience so if you scroll down you can see that it has also got the invoice attachment which is invoice 3.pdf okay it is the same invoice we which are attached against this particular voice you can also edit this part and enter your business dets over here and you can completely customize this entire body of the message as for a recomment as well so now we'll have a look how we going to set up this automation using notion and P connect which is going to be the automation tool that will help us set up this entire automation workflow let's get started so now let's start setting up this entire automation so first of all if you see the invoice payment reminder automation we will need help of three applications that is a p connect which is a no code automation software that will help us set up the entire workflow then we will use notion which is kind of the note taking and productivity app where we will store all the information related to the invoices then we will require the assistance of Gmail where we'll be sending all this automated payment reminders through Gmail to our uh customers so over here we simply need to follow three simple steps to start setting up this automation for our use first is we need to create an account in P connect which will help us uh start getting uh the Automation in correct order so you'll click on this link over here to create an account on public for automation once you click on this link you will be redirect it to this page where you can sign up for free over here as you can see in this box over here you can sign up for free account over here once you sign up you will be able to click on this particular Link in the step two where you will be be provided with this clone of the automation that I have built for myself and you can clone this entire automation setup onto your P dashboard to start using the automation so once you click on this link you will be redirected to this page which will ask you to clone this entire automation onto your public connect account you can click on this try now button it will create a clone of this particular automation on your public connect account which you have created okay so once you click on this try now button it will redirect you to this particular dashboard so if you see this dashboard this is my public dashboard where I've set up different automations for my particular use you need to focus on this particular automation that we see on the top that is the invoice payment reminder it may be renamed differently in your P dashboard but essentially you can see this trigger sign that is a clock sign and the notion sign okay so once you see this thing you can click on this workflow over here to see the entire automation setup that we have that we need to configure for our use case Okay so before we get started setting up this entire box workflow for our requirement make sure that you keep this button on over here this will help to enable the entire workflow whenever you are set it up correctly okay make sure you check this particular button and it is uh put into on status so how you can know about this is if you go back to the dashboard once you click on uh on over here you can see that this automation will be set into active status okay you can see that some some automations over here are inactive status but once you click on the on button it will be set into active status okay so now let's see and uh understand how we are going to set up the entire workflow for the automation to happen so essentially I have laid out everything for you you just need to follow the particular information that I'm going to present to you and you will be able to get this entire automation started okay before starting the entire stuff just go into the settings final over here in the P dashboard once you go to the settings finel you will be able to see the time zone over here okay just click on this time zone and set the particular time zone as for your particular requirement so I have set it to 5 hours 30 minutes uh GMT time you can click on this uh drop down over here can set to particular time zone as per your specified location okay once you have set the time zone click on Save and it will save the entire time zone as per your specific local time and now we are ready to get started with the automation that we're going to understand so let me go back to the dashboard then I'll click on this invoice payment reminder once I click on this let's see what we are going to set up over here so the very first thing that we going to do is we are going to trigger that is we're going to enable this automation on daily basis okay so every day this particular automation will trigger and it will check in the particular database if any of the invoice is under due status okay so on a daily basis it will check the entire database that you will build in due course of time and you will see if invo if any of the invoices under due status then it will trigger the automation for the further steps okay so if you see uh this is a schedule by P which is provided by default and you can see that I have set it on daily basis if you click on this drop down there are several options you can set it on regular intervals you can set it once and it will not trigger anymore you can set it to trigger on particular days of the week or on particular dates of the month but for our use case I'm going to set it on a daily basis so I will click on every day and you can set the time over here so I have the timing that is set over here is 12:31 you can set it to any time as per your requirement and you can configure the entire automation from here on Okay so let's say you want to set it on uh 10:00 a.m. uh in the morning so what you can do is you can go go to the 10 and you can select uh zero over here so it will set it to 10: a.m. just to show you a scenario so I have set it to 10 and I click on Save okay once you click on Save now this automation will trigger every day at 10:00 in the morning you can see it is showing the 10:00 local time for me over here whatever time you will set in the settings panel it will automatically reflect as for that okay this timing is as for a local time do not worry about any other things thing you can see that it is showing my local time over here so whatever time you set over here it is as for your local time now let's click on Save once you do that now we'll go to the Second Step so here you need to link your notion database which you would have copied onto your workspace so over here you can see that this is the template which you will be getting access to and if you click on this three dot you can click on this layout and you can click on this database title it shows the name of the uh database notion temp that you will be getting access to okay so it reads dbor invoice payment reminder so basically this is an invoice payment reminder uh database that I have built so what I wanted uh to highlight over here is if I click on high database title it will hide the title if you go to back to the automation setup you can essentially see that we have created a query in your database which you do not need to worry about click on this connected over here once you click on this connected it will take you to this new screen over here you can click on this three dot on the right side Okay click on this three Dot and click on update connection once you click on update connection you can click on this checkbox and click on connect with notion okay once you click on connect with notion it will open up the login page for your use case so whatever notion account you have registered on your notion you can select that account and click on select pages okay once you click on select Pages it will show you all the different templates that you have enabled on your workspace click on the particular template that you how to copied onto your workspace with the desired name so let's say you copied this template that I have given access to you in invoice payment reminder so that will be reflected over here okay currently this template is stored under notion automations in my case I'll click on this checkbox and I click on allow access okay so in your scenario whatever might be the name of the template you would have stored the template in click on that particular checkbox and it will start reflecting the necessary database I click on allow access once I click on allow access it will start getting connected you can see there it is showing connected over here and I can click on update okay once I click on update the connection has been set up properly now I can click on Save once I click on Save now I will be able to see the databases over here you can see that it is reflecting dbor invoice payment reminders and if you have noticed we had the same exact name over here in the database title it is dbor invoice payment reminders so essentially what it is saying is now the database is connected under the notion application which we'll be using in an action window okay so you you need to connect similarly in your scenario selecting the appropriate template from the login panel what I just showed you you can keep rest of the information intact nothing to change over here just click on Save and send test request okay once you click on this all the information that you have in a notion database will be sent over here but make sure before you click on Save and send test request you can disable this simple response okay so you can disable this and then click on Save and send test request enabling that will not help us so make sure you have disabled this and you click on Save and send test request let's click over here to minimize this window so once this is done let me click over here now you can go to the iterator step click on this iterator that is the third step click on refresh Fields once okay once you click on refresh Fields it will automatically capture all the information that is stored previously and click on Save and send test request okay so every time you just have to click on Save and send test request once before you proceed to The Next Step you can see that it is showing a response has been received so whatever input we had given in the database it is capturing over here let's proceed further under the customer name you can just simply click on this refresh Fields once and then you can click on Save and send test request okay so we'll just quickly do this one by one so i' clicked on Save and send test request it has captured the customer name you can see that it is capturing customer 3 which was this particular customer whose invoice is under due status okay so then I'm proceeding further I'll Al I can also click on save over here so it can save that information over there then you click on customer email so what we need in the customer email is notion automation gmail.com okay so click on refresh Fields once so that everything refreshes you can see that it is automatically showing notion automations over here I'll click on Save and send test request so again it will save the data over here in this automation workflow you can see that it is getting saved click on Save and keep on following till the very end of the workflow okay so we'll start saving each and every information one by one so far we have saved the customer name customer email and now we're going to the invoice details okay so under invoice details we have just typed in service 3 you can type in anything over here it will automatically project over there okay so I'll click on refresh fields and uh it will now show me service 3 okay so I'll click on Save and send test request you can see it it's showing service 3 over here so as we had mentioned over here it is automatically projecting I'll click on Save then then I'll go with the invoice number so the invoice number is this particular number imv hyphen 003 so I'll click on refresh Fields once so that it captures the current information then I'll click on Save and send test request okay this entire thing you just need to do it once then the automation will trigger automatically every time on daily basis at the time you have set so you can see it is showing invoice 3 let me click on Save once this is done I'll go to the invoice amount section now the invoice amount always reflects the number it does doesn't reflect the particular currency that is associated with the invoice that is why you can see it is mentioned as invoice amount in the bracket I put raw okay so I'll click on refresh fields and it will just capture the number you can see it is only capturing the number which is $150 that is $150 it is only capturing the number okay so I click on Save and send text request and you can see that the number has been captured okay but I also want to put the dollar sign along with this so I'll just click on Save over here on this step then I'll go to the invoice amount in The Next Step okay I'll click on refresh fields and now you can see that 150 along with the dollar will also come over here so I'll just click on Save and send test request you can see that the number got replaced with the dollar sign okay now over here you can see that in the replace field I have just put dollar over here you can put any preferred currency over here and you can click on Save and send test request that currency will reflect over here just to give a scenario let's say I'm putting over here Euro okay so I'll put Euro over here and I click on Save and send test request it will start reflecting Euro over here okay so you can put any symbol over here and ingly that dollar sign will that currency sign will reflect over here CU I'm putting it back to dollar and I click on Save and send test request now this is capturing this information so this means all the invoice amount will have a dollar sign associated with it okay I'll still proceed further then we'll go to the due date so the due date is nothing but this date that you see over here February 6 2024 I'll click on refresh Fields now I'll click on Save and send test request it will start to show me the due date now this due date is not exactly how you want to see it while I send the email so I'll create another different type of due date over here so just modify these fields so I'll click on the next due date over here and click on refresh Fields it will capture the due date from the top and I'll click on Save and send test request okay now you can see that due dat is coming appropriate with uh in the format how we wanted to see it okay so it's coming February 6 2024 which is also reflecting over here okay then we can go with the invoice name so the invoice name is nothing but the invoice 3 that we had attached over here so whatever invoice you attach over here the it will capture the name of that particular invoice over here okay so I'll just click on refresh field once then I'll go with the save and send test request it will capture the invoice name over here okay if you see that the name is showing us invoice 3.pdf which is the exact same one that is reflected over here okay then I'll click on save button I'll go with the invoice URL so invoice URL is whatever attachment you have given over here it will capture that entire invoice URL in one go so I'll click on refresh Fields once then I'll click on Save and send test request now it will capture the entire invoice URL over here okay so essentially what we did up till now is we first enabled the trigger in the trigger video window where we told the P connect software to run every day at 10:00 in the morning and check if any of the invoices that we have listed out in this notion database over here the database dvore invoice payment reminders if any of the invoices have a status of due okay so if it is it's checking each and every invoice and it is figuring out which invoice is under due status if anything is under due status then proceed to the next steps that we have on the screen okay this is all that we are doing so far so we are doing it step by step so now everything is captured in this entire workflow the final step is sending the email to the desired customer so we'll click on this Gmail over here you can see that the action event is put to send email okay so I'll click on this connected once again I'll click on connected and here I can click on this three Dot and I can click on update connection okay I will click on this checkbox I'll click on connect with Gmail now you can specify the particular Gmail account from where you will be sending the email to the customer so this will be the sender's email ID which will be going to the customer's email ID so whatever would be the business email ID or whatever ID through which you are going to send the email to the customer you can select the particular email okay in my use case I'm going to select this notion for my use gmail.com so I'll click on this and then I will give all the access so I can click on continue over here it will have the access to the particular Gmail and then I'll click on update okay once this is done I'll click on save so now my email is particularly connected okay I'll just click on refresh Fields once so that all the information is captured properly and then I can scroll down to the bottom and now I'll click on Save and send test request okay so if I click on Save and send test request it will check the database and it will see whichever invoice is under due status it will send an email to that particular email so here you can see that we have got notion automation gmail.com so we should be receiving an email on this particular email with the invo payment reminder once we click on the save and send test request okay so I click on Save and send test request and once I click on this you will be able to see that it has received a response and it has sent a particular email okay now in this automation we are using Gmail and Gmail has a free quota of 100 emails every day okay it provides a free quota of sending 100 emails on daily basis so you can can utilize up to 100 uh invoices 100 emails over here okay so I'll click on Save and then I'll click on I'll go back to my email ID and if you see in my particular email I will receive that automation email over here so you can see that we have received an automation just now which is 1:57 p.m. that is my local time so I'll just click on this and you can see this was the earlier email that I was showing you which is reflecting one hour ago and this is the latest email which I've received right now okay so 0 minutes ago if you click on this three dot all the information that we had seen earlier is showing over here okay now let me show you the exact use case scenario how it will exactly function okay so if I go back to this invoice payment reminder template let me just change some information over here so let me just put the name as notion user so this will be a customer name which is notion user okay the invoice details is service for notion let's say Okay invoice number is let's say 157 and the invoice amount is let's say $350 okay this is under due status the D dat of the invoice is let's say February 29 okay and we have got the invoice attachment over here as well now let me go back to this entire Automation and let me trigger this automation at 2: p.m. so right now we are in 159 so let me select 2 p.m. so it will be correct so let's say it's 2 it's zero okay uh I think okay it will be 14 oh Z It's Working 24hour format I'll click on Save once I do that this automation is scheduled to run on 2: p.m. on a daily basis so we are right now 159 let's just wait 1 minute so that it hits 2:00 and I'll receive an automation over here so let me delete this and I will be receiving an email over here so you can see that I'll be receiving an email very soon over here you can see now I just received an email at 2:00 with the same details that had updated in the database you can see the invoice number has been changed to 157 we had 157 over here as a invoice number okay then the due date is February 29 2024 which is over here okay then if you see the details the total amount is $350 which we had reflected over here and all the other information is still in it is service for notion which we had specified over here so as you keep making changes to this particular database you keep making changes the email and the due status it will automatically send invoice payment reminders to those customers who have status as due so watch the customer pays the amount just make sure to click over here and change it to paid status and then the invoice payment reminder won't send any more emails to the particular customer okay so here you can keep on adding more and more details and change the status to paid or due whatever the case may be and ingly the automation software will run and it will help you send the automated triggers to the customer through Gmail I hope this explanation was clear to you uh few things I wanted to highlight if you face any issues with any kind of setting up this workflow as we discussed feel free to reach out to the P connect automation team they are really quick to respond and they'll help you set up this entire workflow for you if you have any issues I'll be providing their support email ID over here as well as I will be providing my own uh support ID uh under this video so you can reach out to me if you face any issues okay I hope this explanation was clear to you and if you have any questions feel free to ask to me or you have any suggestions for any further automations please feel free to drop and comment under this video okay I'll be happy to assist you on this thank you