RevOps has created an automated process that handles invoice reminders

How does it work?

The process is not fully automated yet. So there is one manual activity that needs to be done.

1. An export is done from Partner containing all unpaid invoices which are added to a specific sheet that triggers a workflow in n8n.
2. The workflow in n8n then does the following:
   1. It removes invoices belonging to customers and contacts on a specific exclusion list. And it also removes invoices which does not exceed a specific amount. Or where there is a deferral.
   2.  It creates a ticket for each invoice in HubSpot and associates the ticket with the contact that should receive the reminder email.
   3.  It creates a note on the ticket with invoice data, such as OCR, Amount and Due date.
3. The workflow prioritizes contacts to email in the following order:
   1.  A user with economy rights on the specific invoice place which the invoice belongs to. If there is not any then…
   2.  … it sends the email to the main contact of the customer. If there is not any main contact…
   3. … it creates a ticket in HubSpot and assigns it to the customers CSM/PTAM. If there is not any CSM/PTAM…
   4. … it creates a ticket to Billing and Collection for manual handling
4.  The email is then sent from HubSpot, and based on the information that has been appended from the n8n workflow.
   
   

You can see an example of the HubSpot ticket here:

 You can see an example of the email here:

 

Other things that the n8n workflow does:

• It limits the number of economy rights users that receive the invoice reminder to 3.
• If a contact appears more then 5 times, either as a user with economy rights, or as a main contact. We merge in all information into one email.