When sending invoices, it is important to consider your working method. This includes the text on your invoice, accompanying emails, payment method, and invoice due date.
You can set up this working method in Congressus via an invoice workflow. You can manage these workflows in Congressus Manager via ‘Settings > Invoice workflows’.
You can create multiple workflows so that you can differentiate between, for example, the payment term, the payment method, and the accompanying texts.
Tip: make invoice workflows as general as possible so that you don't have to constantly create new invoice workflows. It is also useful to create a standard invoice workflow for, for example, membership fees.
Settings Invoice Workflows
Below, we explain the settings for an invoice workflow per tab.
General
Name - give your workflow a distinctive name.
Language - choose a language for the invoice workflow.
Sender - choose an identity that you want to use as standard for sending emails.
Memo - always useful and for internal use only.
A distinction is made between sending by invoice and direct debit. Here you can customize the accompanying texts based on whether the payment is made by invoice or direct debit. Congressus automatically sends the correct emails based on the chosen payment method.
Send - by invoice
Payment terms - this piece of text appears at the bottom of the invoice
Email message when sending invoice - the subject and content of the accompanying email when sending an invoice
Invoice expires after - the first due date of your invoice
Send - direct debit
Use direct debit - check this box if you want to collect payment via direct debit, if possible*
Payment terms - these different payment terms will appear at the bottom of the invoice that is collected via direct debit
Send email when reversed - if the direct debit is reversed, you can use this checkbox to send an email to the member immediately
Email message - the subject and content of the reversal email
*In order to collect an invoice, we check whether you have set up a direct debit contract and whether the member has a valid IBAN and authorization. Read more about collecting invoices.
First reminder
Use first reminder - check this box to send a reminder when the payment term has expired
Email message - subject and content of the email with the first reminder
Send a reminder automatically when the invoice is due - you can check this box to use this feature
First reminder expires after - the expiration date of this reminder
Second reminder
Use second reminder - check this box to send a second reminder when the payment deadline has passed
Email message - subject and content of the email with the second reminder
Automatically send a reminder when the invoice is overdue - check this box to use this feature
Second reminder expires after - the expiration date of this reminder
Final reminder
Use final reminder - check this box to send a final reminder when the payment deadline has passed.
Email message - subject and content of the final reminder email.
Send a reminder automatically when the invoice is overdue - check this box to use this feature.
Final reminder expires after - the due date of this final reminder
Payment
Send email upon payment** - check this box to send a payment confirmation via email
Email message - subject and content of the payment confirmation email
** Please note: invoices paid by direct debit will not receive a payment confirmation via email