Workflow Template
Customer Credit Application Workflow
Collects a trade-credit application, acknowledges receipt, routes to finance for credit checks and a decision, and either declines the applicant or sets up the account and notifies them with their credit terms.
Trade-credit applications often stall between the sales team, finance and the applicant, with no clear record of where things stand. This workflow collects the application through a public form, acknowledges receipt, routes it to finance for credit checks and a decision, then either declines the applicant or sets up their account and sends their credit terms. Finance runs the credit checks and account setup tasks, while the applicant and record status update automatically at each stage.
Business Outcomes
- Helps cut the time between application submission and credit decision
- Reduces manual chasing between sales, finance and applicants
- Supports consistent capture of trade references and supporting documents
- Makes it easier to track every application's status and history in one place
- Helps standardise how approved, conditional and declined decisions are communicated
Workflow Steps
Steps
- 1Create credit application recordcreate record
Registers the submitted application as a credit_application record.
- 2Set status to Receivedupdate record
Marks the application status as Received.
- 3Email acknowledgement to applicantsend email
Sends the applicant an acknowledgement email with their reference number.
- 4Set status to Credit Checksupdate record
Marks the application status as Credit Checks while finance reviews it.
- 5Finance: perform credit checks and decisioncreate task
Assigns finance a task due in 5 days to complete credit checks, risk assessment and the approval decision.
- 6Save credit decision to recordupdate record
Persists the credit check results and decision details onto the application record.
- 7Route on credit decision
Routes the workflow based on finance's decision: Approve, Approve with conditions, or Decline.
credit_decision: "Approve"→Proceed to account setupcredit_decision: "Approve with conditions"→Proceed to account setupcredit_decision: "Decline"→Set status to DeclinedDefault→End - 8Proceed to account setupsimulate action
No-op continuation step routing approved applications to account setup.
- 9Set status to Declinedupdate record
Marks the application status as Declined.
- 10Email applicant of declinesend email
Notifies the applicant that their credit application was not approved.
- 11Finance: set up accountcreate task
Assigns finance a task due in 3 days to set up the customer account and record the account number.
- 12Save account number to recordupdate record
Persists the newly created account number onto the application record.
- 13Set status to Activeupdate record
Marks the application status as Active now the account is set up.
- 14Email applicant account detailssend email
Sends the applicant their account number, credit limit, payment terms and any conditions.
Fields
Show all 20 fieldsShow fewer fields
FormTrade Credit Application
- Business name*· Text
- Registration number*· Text
- Contact name*· Text
- Contact email*· Email
- Contact phone*· Phone
- Billing address*· Long text
- Requested credit limit*· Number
- Trade reference 1 - Name*· Text
- Trade reference 1 - Contact details*· Text
- Trade reference 2 - Name*· Text
- Trade reference 2 - Contact details*· Text
- Supporting documents· File upload
Other fields
- Application status· Choice
- Approved credit limit· Number
- Payment terms· Text
- Conditions· Long text
- Credit checks completed· Checkbox
- Risk assessment· Long text
- Credit decision· Text
- Account number· Text
- Business name*
- Registration number*
- Contact name*
- Contact email*
- Contact phone*
- Billing address*
Forms
Trade Credit Application
12 fields
Data Views
Credit Applications
business_name, requested_credit_limit, approved_limit, payment_terms +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Workflows
Similar Categories
FAQs
How do I set up this workflow for our finance team?
Publish the template in your workspace and it's ready to run the live process straight away, with no installation needed. Add your finance team as workspace members so the credit check and account setup tasks can be assigned to them.
What information do I need before launching this workflow?
You need the request form fields already built into the template: business details, contact details, billing address, requested credit limit, two trade references and supporting documents. No other setup is required before applicants start submitting requests through the public form.
How long does the credit check and decision step take?
Finance is assigned a task due in 5 days to complete credit checks, a risk assessment and the approval decision. The workflow waits for this task to be completed before moving the application forward, and the due date can be adjusted by editing the workflow steps.
What happens if finance approves the application with conditions?
The workflow routes applications with an 'Approve with conditions' decision to account setup, the same as a straight approval. Any conditions finance records are saved to the application and included in the final email to the applicant along with the credit limit and payment terms.
What happens when an application is declined?
The status is set to Declined and the applicant receives an email letting them know their credit application was not approved. The decision and any notes finance entered during the credit check task remain on the record's timeline.
Who is involved in this workflow and what do they do?
Applicants submit the request form and receive emailed updates at each key stage. Finance team members are assigned two tasks: performing credit checks, risk assessment and the decision, and later setting up the approved account and recording the account number.
Can I customise the credit check or account setup tasks?
Yes. Describe the change you want in plain English, or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. You can adjust task due dates, the fields finance records, or the wording of applicant emails.
Do applicants need an account to submit or track their application?
No. Applicants take part entirely through the public request form and emailed updates, without ever needing to log in or create an account. Their reference number, sent in the acknowledgement email, lets them identify their application.
How do we track where applications are in the process?
Every application is a record with a reference number, a current status, and a timeline of everything that has happened to it. Table views and dashboards show applications grouped by status, such as Received, Credit Checks, Declined or Active.
What is recorded once an account is set up?
Finance's account setup task records the new account number, which is saved to the application record, and the status changes to Active. The applicant then receives an email with their account number, approved credit limit, payment terms and any conditions.
Ready to use this workflow?
Create a free account and customise this workflow for your business.