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Payment reminder example for IT

in this video I will show you how to set the automatic payment reminder emails for your business doesn't matter you are running a coaching class business or a school or an insurance company or any other business so assume that you have the billing details of all your students in a spreadsheet consisting of the name email phone number the total amount payment status and even the payment due date so I am going to build an Automation in my spreadsheet and in this Gmail application in such away that before the 3 days of the payment due date this kind of email will be sent automatically to my students something like this hello demo student this is a friendly reminder that you have a due payment of 20,000 is coming up in next 3 days last date of payment is this check it out and make sure to pay on time and yes the name of the student this amount this date every detail will be attached in my email automatically I just need to build an Automation in these application now to do that I will use another software called as P connect which is an amazing integration and automation software yes using this software I'm going to connect these two application and automate all my task I am an existing user of public connect so I'm already logged in here you can create your free account in P connect in Just 2 minutes from this sign of free button and in the free account you will also get free task to test these kind of amazing automation now once you will log in and reach out to the dashboard of P connect click on this blue button that is create workflow and then provide a random name to your workflow to your automation okay so I have directly pasted the name as set automatic payment reminder emails from Google Sheets now it is asking to select the folder so I'm selecting this main workflow folder now clicking on Create and after that you will find two boxes so these boxes are actually called as trigger an action and here the trigger means when this happens an action means do this so whenever something happen in your first application then automatically do this in your next application okay so in this way you need to always choose your applications in this trigger and the action window in which you are building an automation okay so ing to our use case I'm building this Automation in this Google Sheets and Gmail application so that is why I am going to select both the application here usually you will have to select such application but in this particular case instead of selecting Google Sheets as trigger step I will search for schedule which is an amazing feature of P connect via which you can schedule your automation workflow so yes I want that my automation should run on the daily basis and it should check for the payment status as well as the last payment due date and ing to that my automation should send this kind of email these kinds of email okay so that is why I have selected schedule by P and now it will ask you how often you want to run your workfl so I would like to run my automation on the daily basis so I have selected the sa now you can specify the timing also so how about I go with 11:00 p.m. only I'm really sorry not 11:00 p.m. that is 11:00 a.m. only so I'll be selecting the timing as this all right so clicking on Save and in this way my automation workflow will be scheduled for every day for this specific time okay so what will happen every day my automation will be executed and what should be the next step on this a specific time what exactly it should done so firstly I'm going to find out the current date here the current date means today's date only and then in that today's date in that current date I'm going to add plus three days because my objective is to send the payment reminder before the 3 days of the last payment date okay so how I'm going to do that I'm going to add plus 3 days in the current date and then I'm going to match that modified current date with this spreadsheet date okay and if any of the date will match I am going to capture the data here in the P connect and in this way I'm going to automate this whole process if you have still not understood what I have explained don't worry follow my instructions step by step and you will definitely understand by the end of this automation tutorial okay so search for the modified current date okay not modified current date basically date and time format which is again an amazing feature of P connect via which you can apply different kind of operations within your automations within your workflow and here only I'm going to search for the modified current date okay clicking on connect and it will be connected immediately now it is asking for the date format select format in which you want to convert the current date so the idea here is I'm going to add plus three days in my current date and then I'm going to compare this particular date with the spreadsheet date so ing to that the format of this date and this modified current date should be same so I'll go with the same date and time format that is this mmdd y y y y that should be separated via slash on so let me search for the same date format that is MM then slash then this DD and then slash and it should be YY or YY YY I should check in my spreadsheet all right there should be four YY all right so I have selected the same now it is asking for the time zone so because I belong to India so I'll be selecting the same that is Asia SL Kolkata all right give me a second all right so I have selected the same asking for the operation whether you want to add or subtract something from the current date so I have selected this add now it is asking for the unit whether you want to add hours minutes or days so of course I'll go with the same that is days and finally is is asking for the value so here my value is going to be three because I want to add plus three days in my existing date in my current date clicking on this button save and send test request and here we have the modified current date as 23 ing to this date our current date should be 20th of number because we have got the date of after 3 days how about I also cross check it and yes it is actually 20th of November and we have got the date of after 3 days I hope you have understood and now I am going to search for this specific date in my spreadsheet basically in this particular column so clicking on plus icon and here I will search for the spreadsheet here I will search for the Google Sheets because I'm going to make the search in my spreadsheet only and in the action event I'll search for the lookup okay as the name suggest we are going to look up for the spreadsheet row and make sure that you go with the version two only clicking on connect clicking on add a new connection and if you're connecting Google she sheet with P connect for the first time click on the sign in with Google and provide the access of your spreadsheet but because I have connected my spreadsheet multiple time so I'll go with the existing connection I'm going to reuse my existing connection clicking on Save and in this way my spreadsheet will be immediately connected with P connect and here you can notice it is connected and because we are connected here you can notice whatever the spreadsheets are already available in my account have started visible here so I'll be selecting this specific spreadsheet the name is billing details of all students well it is visible at the top only and here in the sheet also you can notice I have a sheet name as clients and again it has got selected automatically because I have a single sheet only okay and now it is asking for the look up value enter value to be searched in the column so I would like to search for the modified current date which I have just feted out as a response of my previous step okay so the interesting thing is I'm not going to manually copy this date again and again and paste it below I'm going to map it which will replace this date automatically when my automation will work in real time yes this is the power of mapping okay so mapping is very easy click on this field and you will find the above data here in the drop- down and in currently I'm going to map this specific date so again telling you whatever the details you will map here these details will be replaced automatically when our automation will work in real time and whatever the details I'm providing here manually or I'm selecting from the drop- down will remain same okay so this is the difference in providing the values via mapping and Via manually now it is asking for the lookup column search column as example so here I would like to make a search in this F column so I'll be selecting the same basically I'm looking up for this particular value this particular date in this F column okay so end column of data well in my spreadsheet I have have the end column as F only so let me select the same further it is asking for whether it is look up as date whether are you looking for a date and yes I am looking for a date asking for use sheet headers as key in response so yes I would like to use this data so I'll go with the same how about I click on this button save and sentest request and you will notice that current modified date will be received here basically whatever we have searched here so we have search for this 1123 2023 so let me check my spreadsheet that that how many times I have this date in my spreadsheet okay so how about I make it as bold first second and we have three times in total this specific date I have three times in my spreadsheet okay so coming back to the dashboard of P connect and first I'm going to check the response and I have got the response of only first date that is of this demo name okay I will have to check no I have all three data that is for this demo name also let me check for second name that is this demo name 16 all right I'll have to cross check it this is demo name yes it is correct let's check for the second name and yes we have this demo name 16 and for the third name we have this demo name 21 let me cross check this also and yes we have all the data all three dates data okay but I cannot proceed with this three data at a time I will have to make sure that my automation should run one thing at a time so instead of capturing the same data into the simple format I will disable this button basically I'm going to toggle this button and I'm going to capture the same response into the advanc format all right so I have toggled this button clicking on this button save and sentest request and you will notice instead of capturing the same data all together I have now this data into the array format okay I hope you are understanding what is this array if the data has been captured into this curly braces and into this square bracket format you can understand that this is actually an array and let me show you the whole data this is the first row data basically the First Data with this particular date this is the second row data let me show you the same let me select the same let me highlight the same and now this is the third row data okay so in this way I have all the spreadsheet data into the array format Now using iterator which is again an interesting feature of P connect I am going to iterate this value well here the iterate means processing the data one at a time yes I want to perform the same that my automation should execute one data at a time so selecting the action even that is process array clicking on connect and it will be connected immediately and now it is asking to select the array okay so the same array has got selected or automatically because in the response of previous step I have a single array only you can also notice the same all right so let me show you the same this was the response result and it was the response of third step only so that is why I have this array value as third response result okay so how about I click on this button save and sentence request and you will notice in the response you will receive the data of the first row only that is of this demo name okay coming back let me check the data whether I have the data of three person or a single person okay so I have the data of single person only so this is how with the help of iterator the data will be executed one at a time or we can say one by one okay so in this way the first step of our automation is also done now I think we are all set to send the email because finally we have the data of the person we also have the payment status all right I think I am forgetting a very important thing the first condition should be of this particular date but the second condition should also be satisfied that is the payment status should be equal to Due only okay if I have some date which has the payment status as paid in that case my automation should not send the payment reminder email to this particular person okay so how I'm going to set this condition here clicking on this plus icon and here I'm going to check for the status with the help of this filter basically I'm going to check for the condition okay so filter by p is again an amazing feature selecting the filter values clicking on connect and it will be connected immediately and it is asking to select the label so I'm going to map the data again so click on this arrow and you will find the data of all the previous step response here I'm going to open this iterator step and from here I will select the column of the payment status all right if this payment status column has the value as due only then only my automation should proceed proceed further now how on the basis of which particular thing my automation will decide this thing okay so if the condition is true my automation has the instruction that kindly proceed further but if this condition is false what will happen my automation will stop here only okay so how about in place of due I add this random value and you will notice that my condition will be false immediately and in case of paid also you will notice that my condition will be false okay so in this way our automation will stop here only and it is not going to execute further step okay so how about I change it to Due only okay the spelling should be correct I guess all right clicking on this button save and send test request and this time the condition will be true now finally I'm going to compose an automatic email so clicking on this plus icon and because I'm planning to send the email via Gmail application so that is why I'll be selecting the same application here and just like I have connected Google Sheets with that P connect now I'm going to connect the same application with P connect selecting the action even that is send email clicking on connect and again if you're connecting Gmail with P connect for the first time go with this button and provide the access but I have provided my Gmail access multiple time so again I am going to reuse the existing connection clicking on Save and in this way my Gmail account will be immediately connected with P connect and now the very first thing it is asking for the recipent email address well it should be the email address of this particular person firstly and second it should send the data to this particular person basically it should send the email to this particular person and it is going to execute one by one and that is going to happen with the help of that iterator feature remember we have already applied the same okay so now we do not have to worry about that we just need to compose the email okay asking for the recipent email address so clicking on this field and again I'm going to map this data from my iterator step only because remember we have collected we have captured the responses of students from this iterator step only all right so I have added this dummy email address for now but don't worry I will replace this email address asking for the CC BCC well I'm not going to provide the data in these fields let's provide the data only into the important or into the required Fields asking for the sender name so how about I add the name something like ABC coaching classes all right it is looking good asking for the email subject and the email content type and finally the email content this reply to well I'm going to leave this particular field blank and here you can notice in my notepad I have already prepared the subject line as well as the email and before this friendly payment reminder I also want that the name of student should appear so again I will open this iterator step and map the name of the student I hope it is looking good let me also Al add a comma and give a space asking for the email content type so if you're sending a simple email go with this plane only okay but if you are sending some email along with lot of formatting then you should go with this HTML and then further you can watch this complete tutorial on how to create HTML email okay so currently I'll go with the same asking for the email content so let me again copy my email from this notepad only okay so give me a second let me paste the same and now I'm going to correct the formatting of this email all right all right so I have corrected the formatting let me correct let me map the details one by one here of course the name of the person will appear so let me map the same which is demo name asking for this is a friendly reminder that you have a due payment of and again I will open this iterator step and will map the due amount which is 20,000 okay this is a friendly reminder that you have a due payment of 20 ,000 is coming up in next 3 days last date of the payment is let me again map the same that is 23 of 11 I'm really sorry 23rd of November 2023 check it out and make sure to pay on time thanks ABC coaching okay so before I click on this button save and sentest request firstly I'm going to replace this dummy email with my genuine email address and let me also delete this existing email so that I can show you everything from scratch okay conversion moved to trash coming back here and give me a second so I have provided the genuine email address clicking on this button save and send test request waiting for the response to receive waiting for the email to be sent while the response is saying that the email has been sent and here you can notice the email is already arrived okay it is with the same subject line demo name friendly payment reminder let me open the same hello demo name this is a friendly reminder that you have a due payment of 20,000 000 is coming up in next 3 days last date of payment is this check it out and make sure to pay on time thanks ABC coaching classes okay so in this way you can also compose a nice email nice payment reminder email and send it automatically without doing anything manually now why I'm saying that without doing anything manually because once you will set this automation inside P connect after that you can simply close P connect sit back and relax because P connect will take care of all the tasks in the back end again you do not have to do anything manually okay and just in case if you want to access this six step automation inside your public connect account I will also attach the link of my automation workflow into the description box so click on this link sign up for free into the public connect and then you will be able to access the same workflow inside your own P connect account that to for free so what exactly we have done firstly we have applied the schuer using which my automation has been scheduled on the daily basis and then I have found a modified current date so basically first the current date has been fished and in that date I have added plus 3 days and then I have searched was the similar date I have look up for the similar date in my spreadsheet only and based on that date it has provided me lot of data basically the data of three persons and then with the help of iterator I have iterated those values basically I have processed that data one at a time and after that I have also checked the condition whether the payment status of those students is due or paid and based on that I have sent the email I hope you have understood if you want to learn how you can also set the payment reminder WhatsApp messages leave a comment and then I will create an automation tutorial on that as well not just these applications you can integrate multiple applications and automate your business with P connect you can ask your queries at forum. p.com my team will surely answer to your questions this is the website of P connect and for the latest updates of P connect and unique automation ideas you can join our Facebook group that is formget do deals if you have found this video helpful in any way share it with your friends and colleagues and also help them to automate their business like share and subscribe thank you for watching this video