Workflows control what Invoice Butler does on your behalf. They can send and respond to emails, texts, phone calls, add and remove tags, create action items… they basically schedule everything the system does!
Invoice Butler dynamically chooses when to run workflows, depending on how often data changes and the types of actions the workflow takes. All workflows are executed at least once per day.
Workflows can be quite complex, so there are several options to make it easier to create new ones. In increasing order of complexity:
Go to the Workflows page and click the “Generate from SOPs” button. Describe what you want the workflow to do and hit “Generate Workflows.”
Once it’s generated, check over the workflow to make sure it generated something that matches the behavior you wanted. You may have to edit it to tweak the behavior!
Generated workflows start in the “Paused” state: unpause it when you want it to start actually running.
“Create new” button. Give it a name that describes what you want the workflow to do.
This will take you to the workflow editor. Start at the top and work your way down: when do you want the workflow to run? If you click on “No trigger,” you can select when you want the workflow to kick off.
For example, you might want to trigger it when a customer is created (e.g., you might want to send an email such as, ”Here’s how to set up billing with CoolCompany”), when an invoice is paid (”Thank you for payment!”) or, very typically, when an invoice is overdue:
The defaults should be fine when you’re getting started.
Now you can start adding actions you want Invoice Butler to take or react to. Use the Add Action button to add behaviors like sending emails, listening for email delivery failures, and so on.
If there’s a workflow that is more-or-less what you want already, you can copy it to a new workflow and tweak it from there. Go to the “JSON” tab for a workflow, copy the text there, and paste it into a new workflow’s JSON tab.