Icon for Billing for gardening service taskflow solution

Billing for gardening service

The 'Billing for gardening service' taskflow assists in the billing of clients, by generating and sending bills as soon as a job has been completed. Managers track payments easily, and a payment reminder is sent if necessary.

A step-by-step guide to Billing for gardening service

This guide will explain the 'Billing for gardening service' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Compile and send a bill

In this section, the gardener compiles the bill in a simple form, and it's sent to the client and the manager.

Compile bill

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

The taskflow starts when the gardener fills in this form with the details of the completed job.
Compile bill

Email bill to client

The client receives an email with the details of the completed job, and the total amount due for the work done. They're given a reference bill number, and asked to make payment into the company's account.

Kotive creates the content of the email by pulling in the details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the client, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous form and put the information from that form into this email.
Email bill to client

Email bill to manager

The manager receives an email with the details of the completed job, and the total amount due for the work done. The reference bill number is displayed, and the manager is instructed to update the payment status in the next form task.
Email bill to manager


Section 2: Receiving payment

The manager indicates if payment has been made, and a payment reminder is sent if necessary.

Update payment status

This form task has one condition:

Activate this task when...
'Role' IS 'Manager'

This form can only be viewed and completed by the manager.

The manager reviews the bill, and indicates if the payment has been received or not. If the payment has been received, they indicate the amount received in the available field.

After this form, there are three tasks which can potentially be activated next. If the manager indicates that the payment hasn't been received, then the 'Email payment reminder' email task and 'Paid' form task are both activated. However, if the manager indicates that the payment HAS been received, then those two tasks are skipped, and the 'Thanks payment received' email task is activated instead.

This is possible because of conditions.
Update payment status

Email payment reminder

This email task has one condition:

Activate this task when...
'Payment received?' IS 'No'

This email will only be sent if the manager indicated that the payment hasn't yet been received in the previous form task.

The client receives an email reminding them that their payment is outstanding.
Email payment reminder

Thanks payment received

This email task has two conditions:

Activate this task when...
'Payment received?' IS 'Yes'
OR
'Invoice paid' IS 'Yes'

This email will be sent as soon as the manager indicates that the payment has been received, EITHER in the 'Update payment status' form task, OR in the 'Paid' form task.

Thanks payment received

After the last email is sent, the 'Billing for gardening service' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Billing for gardening service taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!