Smart Workflows
How to set up a Smart Workflow, including emails, SMS and phone calls.
Main benefits of Smart Workflows
Greater customisation – you can create your perfect sequence of phone calls, SMS messages and email reminders all in one workflow. (Unlike Regular Workflows which only include email reminders and the option to move to Calls once all reminders are sent.)
Escalation of tone and content as accounts become more overdue.
Less confusion and inbox clutter for your customers because reminders are sent for their entire account (due and overdue) instead of per invoice.
Key differences between Smart Workflows and Regular Workflows
Reminders look more like a statement of account - reminders sent by a Smart Workflow include a summary of all invoices (due and overdue) – so you'll never need to send another monthly account statement!
Reminders are triggered according to the age of the oldest invoice in each customer's account.
Replies logged in Debtor history. Keeping all correspondence in once place.
How to create a Smart Workflow
Smart Workflows may be included in your plan. If not, contact us to get access –this may change your subscription cost.
Log in to CreditorWatch Collect, click the ‘Workflows’ tab
1. In the left menu, click "Workflows", then
2. Under the "Smart" section, click "Add", then
3. Choose a pre-written workflows template, or start with a blank template, then
4. Click "Next, edit your reminders" at the top right to customise your reminders.
5. Edit your reminder content and timing
6. Click "Add reminder" to add additional reminders (email, SMS, or phone calls) to your workflow to give you the best chance of getting hold of your debtors.
Update your default workflow (optional)
Once you are happy with your workflow set up, you can set it as the default workflow so it it used for all future invoices.
Assigning existing invoices to your new Smart Workflow
Changing your default workflow DOES NOT update invoices currently in the system. You will need to manually assign them to your new Smart Workflow.
Note when you assign invoices to a new workflow, reminders will start from the beginning of the new workflow.
Go to Accounts, then
Select customer Account, or select all Accounts, then
3. Click "Change workflows", then
4. Select your new Smart Workflow and click Change.
5. The selected invoices will be assigned to your Smart Workflow
NB: Once started, a workflow will progress through each of its steps in sequence until all overdue invoices are paid. Only then will it start from the beginning again.
As long as the account has an invoice overdue (of any age), the workflow will continue.
Get in touch with our support team if you need further assistance.