Work Flows based on Transaction Details/Items

How To
1

Is there plans to add Work Flows based on Transaction Details?
For example: I have customer’s pay deposits. I want to be notified via email to project manager/sales rep once it is paid.

2

Greetings Ashley,

Great question!

In order to fully understand your process, I have created a Task in order to gather a little bit more information so that I can provide an informed response accordingly.

Thank you for your patience and understanding!

Ashley

3

The best I’ve come up with for that is by using our payment processor, we get an email to a bulk email address we use for routing. When a payment hits, it forwards the email to our A/R department, who in turn would send out those emails. Obviously, if they pay in person, check by mail, etc… it happens on the fly.

In our case, we have a custom field for order fulfillment that runs through our order fulfillment process. The A/R person that enters the payment changes that status so it shows up on the appropriate dashboard for the people that need to know there is an order in that status.

For example, our basic is:

  • Waiting for Site Inspection (there is a site inspection custom field as well) (Operations)
  • Waiting for Approvals (there are various approval custom fields depending on SO type) (Sales)
  • Waiting for Deposit (A/R)
  • Tag & Check Stock (Warehouse)
  • Ordered (Fulfillment)
  • Have ETA (Fulfillment/Operations/Sales)
  • Item(s) Backordered! (Fulfillment/Operations/Sales/Management)
  • Rough-In Items Ready (Fulfillment/Operations)
  • All Items Received (Fulfillment/Operations)
  • Fulfillment Complete (Clears lists and moves on to other custom fields)

Then we have custom reports that trigger when an order has sat too long in any one status. It adds them to a dashboard for the appropriate manager. Basically, if there are orders on any of those boards, it’s an emergency and it requires immediate attention.

It helps keep notification emails at bay, while providing bird’s eye view of everything happening and flowing through the business for every department.

4

If you’re using the Stripe integration, you can also set up a dashboard widget based on a custom GL Account report from your Customer Deposits Liability account and/or Accounts Receivable based on date. That would trigger your A/R people to handle the status change.

I try to steer clear of too many notifications and emails. As someone that wades through an average of 750 emails a day, I spend the time to eliminate as many from my life and others’ as possible.

5

I feel that on the emails. I might try the customer fields from the quote, just trying to have the system be more automated but like the stage idea we used to do that in our old software and it was nice at a quick glance. Thanks for the suggestion! We still use authorize as the rates are a lot better with our current cc processor.