Deposit request and receipt confirmation Workflow

Why should we automate deposit requests instead of handling them manually by email and spreadsheet?

Manually tracking deposit requests across email and spreadsheets makes it easy to lose track of who has paid and who hasn't, especially when reminders and follow-up calls are involved. This workflow calculates the deposit amount automatically, sends the request and reminders on a set schedule, and keeps the status on the record updated at every stage. That means accounts staff can see at a glance which jobs are still awaiting payment without cross-checking multiple systems.

What is the ROI of using this workflow compared to manual deposit chasing?

The workflow removes repetitive manual work such as drafting reminder emails, sending texts, and logging call outcomes, freeing accounts staff to focus on jobs that genuinely need attention. Because tasks are assigned with due dates and reminder and escalation steps run automatically, deposits are less likely to be forgotten or followed up late. Over time this can reduce the administrative hours spent per job and support quicker cash collection before work starts.

How does the deposit follow-up escalation work if the customer doesn't pay on time?

If accounts records that the deposit was not received, the status updates to Following Up and the customer is sent a reminder email and SMS with the outstanding amount and payment instructions. After a three-day wait, an accounts task is created to call the customer, due within one day, and the outcome of that call is recorded on the record. This gives a structured, time-bound escalation path rather than relying on ad hoc follow-up.

Who is responsible for confirming whether the deposit was received?

Accounts team members are assigned a task, due within seven days of the deposit request, to record whether the deposit was received along with the amount and date. The workflow waits for this task to be completed before routing to the next step, so the outcome is always captured on the record. If a follow-up call is needed later, accounts is again assigned a task to record the call outcome and any payment details.

What happens if the customer decides not to proceed with the job during the follow-up call?

If the accounts call outcome is recorded as Not proceeding, the record status updates to Cancelled and the customer is sent an email confirming the booking has been released. This closes out the deposit process cleanly without requiring manual status updates or separate cancellation emails. All of this is reflected in the record's timeline so the outcome is easy to trace later.

Can we customise the reminder timing, wording or escalation steps to suit our business?

Yes, changes can be made by describing the desired change in plain English or by editing the steps directly in the workflow editor. For example, the reminder wait period, the number of reminder emails or the accounts task due dates can be adjusted to match how your business chases payments. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

How is the deposit amount calculated and where does that figure come from?

The deposit amount is calculated automatically from the Accepted Quote Amount and Deposit Percentage entered on the initial request form. This calculated figure is then used consistently in the deposit request email, reminder emails and SMS messages, and the final receipt email. Using a single calculated value throughout helps avoid manual errors from recalculating or retyping the amount at each stage.

What does the customer actually see or need to do during this process?

Customers receive emailed forms and messages rather than needing to log into any system or create an account. They are emailed the initial deposit request with payment instructions, and if payment is outstanding, they receive a reminder email and SMS, and may be contacted by phone. Once the deposit is confirmed as received, they are sent a receipt email confirming the amount and date received.

How do we know a job is ready to have its start date booked?

Once the deposit is confirmed as received, the record status updates to Deposit Received and a receipt email is sent to the customer. At that point, a task is created for the office to book the job start date within two days, with the booked date recorded on that task. This gives a clear trigger point in the workflow for moving a job from deposit collection into scheduling.

What information is kept on the record versus on individual tasks?

Details captured on tasks the workflow waits for, such as accounts confirming deposit receipt or the call outcome, are saved directly onto the record along with the amount and date received. Information entered on a task the workflow does not wait for, such as the office booking task, stays with that task and is visible in the record's task list. Every record also has a status and a timeline showing what happened at each stage, which each business should review against its own record-keeping requirements.