Monthly FreshBooks overdue reminders, with approval for large invoices

Chasing late invoices is easy to put off. On the 1st of each month this finds every FreshBooks invoice more than 30 days overdue and emails the client a polite but firm reminder with the invoice number, what is still owed and when it was due.

Larger balances get a second look: anything with more than $5,000 owed goes to the person you name for approval before the client hears from you.

Run every month on day 1 at 09:00.Run every month on day 1 at 09:00.

Who approves large remindersSet approver_email to blank.

Find invoices more than 30 days overdueList invoices. Save it as overdue_invoices.FreshBooks

Go through each overdue invoiceFor each invoice in overdue_invoices.invoices:

Only when the client has an email addressIf invoice.client_email isn't blank

Yes

Reminders of $5,000 or less need no approvalSet reminder_approved to true.

Is more than $5,000 still owed?If invoice.outstanding.amount is greater than 5000

Yes

Ask finance to approve the reminderRequest approval: Send a payment reminder to invoice.client_name for invoice invoice.invoice_number (invoice.outstanding_display owed)? Save it as finance_decision. Who to ask: approver_emailClient: invoice.client_name (invoice.client_email) Invoice number: invoice.invoice_number Amount still owed: invoice.outstanding_display Invoice total: invoice.amount_display Due date: invoice.due_date_display Days overdue: invoice.days_overdue Approve to email the payme...

Follow finance's decisionChange reminder_approved to finance_decision.approved.

No

No steps

Send only if the reminder may go outIf reminder_approved is yes

Yes

Email the client a payment reminderSend an email to invoice.client_email. Save it as reminder_email. Subject: Payment reminder: invoice invoice.invoice_number is overdueHello invoice.client_name, This is a reminder that payment for the invoice below is now more than 30 days past due. Invoice number: invoice.invoice_number Amount due: invoice.outstanding_display Due date: invoice.due_date_display ...Gmail

No

No steps

No

No steps