You may be currently using your ERP to notify your customers directly as new Invoices are created also in your ERP. Depending on your operational landscape and requirements, you can consider moving this notification process to YayPay, after the new Invoice is synced and created in YayPay. 

The following outline summarizes the setup involved to configure the Event/Action for YayPay to send out a new Invoice notification/reminder, as well as some practical points to remember.

How to configure a Workflow to include a new Invoice notification

Log into YayPay and navigate to the Collection Workflows page

• Click into one of the Active Workflows that you would like to include the new invoice notification process, or click on "Add Workflow" to start a new Workflow
• In the RULES tab/section within the Collection Workflow page, click on 'Add Rule' to configure the Event/Action 
• Select the Invoice Event called 'Invoice is created' (i.e. synced from your ERP and created in YayPay for the first time), and configure the Time window for YayPay to look for a new invoice(s). For example:
  • If you configure the Event to be "10 days before the Invoice creation date", it means that YayPay will monitor any new Invoice(s) synced and created in YayPay within the last 10 days from today (today minus Invoice Date should be < 10 days) 
• Add any Custom Conditions toaccompany the "Invoice is created" Event
  • For example, you can refine the trigger to only send the new invoice notification for Invoices that have an Amount greater than $100 (or based on a certain custom field set up in YayPay also)
• Select the Action "Send Email Reminder"
• Choose the appropriate Email Template to use for the Action to convey your message 
  • Templates are created/configured under the EMAIL TEMPLATES tab of the Collections Workflows page
• Select the appropriate Recipient to receive the Email Reminder/notification 
• Choose the options to include any Attachments to go along with the Email Reminder
  • To attach the new Invoice PDF/Template as the email attachment, select "Attach PDF of the invoice that triggered the action" as shown:

• Click "Save Rule"
• This new rule will appear as a new row in your Collection Workflow:

Practical Pointers

There are a few characteristics that this Rule will follow:

This Rule executes only once as and when new Invoices are synced and created in YayPay, guided by the time window to watch for. The scope covers the Customers placed on this Workflow:

• Ensure the target group of Customer(s) is assigned to the Workflow before the next new Invoice is created in your ERP and synced to YayPay
• If you would like YayPay to deliver the new Invoice notification to ALL customers, configure this rule instead under the GLOBAL RULES tab. The configuration steps involved are the same

This Rule ignores the Workflow Settings 'Run for the oldest invoice only' because it executes each time a new Invoice is synced and created in YayPay. 

This Rule also does not go back retrospectively in time. For example:

• If you edited the configuration today and changed the Time Window from "Before" to "After 5 days" (i.e. Future Invoice is created), YayPay will not go back to look for new invoices created prior to today. YayPay will execute the rule for the next new Invoice, OR 
• If you added this rule into the Workflow tomorrow, YayPay will not go back to the new Invoices that were synced and created in the platform yesterday (i.e. the Invoice already exists in YayPay as of today). 

The key point is that the Trigger/Rule responds to new Invoices synced and created in YayPay only after the Rule is saved (provided the customer is also placed on the Workflow).

There are also a few checkboxes under Workflow Settings / Global Rules Settings that have influenced the expected outcome:

"Sending Time" checkbox

• If the Sending Time is 10 am EST and the new Invoice is synced and created in YayPay at 9:15 am (or earlier than 10 am), while the New Invoice Event/Trigger will happen, the Action to send the Email Notification/Reminder will still be done at 10 am EST
• If the new invoice is synced and created in YayPay at 11 am EST (or after the Sending Time),  the Email Notification/Reminder (Action) will go out immediately
  
  

"Do not send a reminder if ERP PDF is missing" checkbox

• This provides a safety net such that if the ERP Invoice PDF/Template is not yet synced from the ERP to YayPay, and is still missing at the point when the Invoice Email Notification/Reminder is to be sent, then no Email will be sent just yet
• This is how the checkbox setting works:
  • The new Invoice Email Notification/Reminder will be postponed until the ERP Invoice PDF/Template is in YayPay
  • YayPay will check for the ERP Invoice PDF/Template every 4 hours, for up to 3 days (72 hours in total)
  • If the ERP Invoice PDF/Template eventually arrives and is uploaded into YayPay within 3 days, the new Invoice Email Notification/Reminder will then be sent
  • If after 3 days, the ERP Invoice PDF/Template is still missing in YayPay, the new Invoice Notification/Reminder will no longer be triggered/sent, so a manual action to send the Reminder is required. 
  • Use the Statement page to send a manual Email Reminder and select the Email Template for New Invoice Reminders (Refer to this Article link)