Workflow Basics and Invoice-level Workflows

Workflows in Centime allow you to automate communication and task assignments based on customer segments or invoice schedules.

There are four types:

🧾 Invoice-Level Workflows: Triggered by invoice due dates to send reminders or assign tasks per invoice. Best suited for customers with fewer invoices where individualized communication is helpful.
👤 Customer-Level Workflows: Scheduled independently of individual invoices; sends communications on fixed weekdays and includes all open invoices for the customer. Ideal for customers with many open invoices who don’t require individual reminders for each.
🧩 None: Create a workflow entirely designed by Automations. Perfect for fully custom communication strategies or internal-only escalations.
💳 Auto-Pay Workflows: Automatically assigned to Auto-pay customers. Triggered by payment dates instead of due dates and uses dedicated Auto-pay templates.

This flexible system supports consistent, timely outreach and tailored collections strategies.

Navigation: Go to Settings > Receivables > Workflows > Customer segmented workflows
Add Workflow: Click Add new and populate a name
Workflow Type: Select Invoice
Workflow Schedule:
- Define actions before and after due dates (Invoice workflows) or by day of the week (Customer workflows)
- Action types:
  - 📧 Send customer email (PDFs auto-attached)
  - 🔔 Send internal notification
  - ✅ Assign tasks
- ➕ Add Additional Recipients: Use email, contact roles, or internal users (max 15 total per communication)
- 📝 Customize reminder templates via Manage Template

You can add up to 100 automations per workflow. Choose actions from the Automation dropdown.
🔗 Learn how to create automations.

Customers on Auto-pay are auto-assigned to a specialized workflow.

🔁 Trigger: Based on payment date (invoice date, due date, or discount window end), not due date
🧾 Template: Update templates by selecting Manage tempalate

Ensure every new customer is enrolled in a default workflow for consistent collections.

Navigate: Settings > Receivables > General Settings
Default Behavior: Starts blank (no workflow); user can assign a default via dropdown
Impact: Applies to all new customers synced into Centime
🔒 Note: Existing customers are not impacted — use the Assign Workflow tab to update them manually

Use Set Workflow bulk action in the Customers tab
⚠️ Not available for Auto-pay customers (though their workflow can be changed individually)
Input customer email addresses if not already saved
Select desired workflow and confirm

🧬 Hierarchy Support: If billing is set to parent (Immediate/Top), child accounts follow the parent’s workflow, but can be modified individually
🕑 Timing: Workflow emails are sent at 2:30 ET, allowing collections teams to reconcile payments from the previous day

Discover how to create, assign, and manage workflows in Centime to streamline collections, automate communication, and enhance customer interactions with invoice- and customer-level workflows.