Invoice Updates
Invoice Updates runs when an invoice is created or its status changes, for example Sent, Paid, Void or Refunded. Use it to send invoices on WhatsApp, thank clients for payment or alert your team about large invoices.
Conditions
Conditions are optional. Click Add Condition, then pick a Field, an Operator and a value. Choose All (AND) or Any (OR) under Condition Type to decide whether every condition or just one must match.
| Condition | Operators | Values |
|---|---|---|
| Contact Group | is part of all, is part of any, is not part of all | Your contact groups |
| Invoice Status | equals, not equals | Draft, Sent, Pending, Paid, Void, Refunded, Partial Refund |
| Invoice Amount | equals, not equals, lesser than, greater than, lesser than equal to, greater than equal to | A number |
| Client Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your client tags |
| Contact Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your contact tags |
| Contact Stage | equals, not equals | Subscriber, Lead, Engaged, Marketing qualified lead (MQL), Sales qualified lead (SQL), Opportunity, Follow-up Required, Customer, Evangelist, Other, Lost, Inactive |
Use Invoice Amount to treat large invoices differently, for example greater than 1000.
Actions
Click Add Action and choose from Select Action. Actions run in order; use the arrows to reorder them. To delay an action, click Add wait time (or Add wait & Schedule time on template and email actions). Wait times count from the trigger event, not from the previous action.
Every action on this trigger can wait minutes to months.
| Action | What it does |
|---|---|
| send a WhatsApp template message | Sends an approved WhatsApp template. Works outside the 24-hour session, so use it for reminders, follow-ups and anything sent later. |
| send Customer Satisfaction Survey (CSAT) | Sends a customer satisfaction (CSAT) survey. |
| Add the Contact to Group | Adds the contact to a contact group, which you can check in later conditions. |
| Remove the Contact from Group | Removes the contact from a contact group, for example so a rule does not run twice. |
| Add Client Tags | Adds tags to the client record. Needs CRM Suite. |
| Remove Client Tags | Removes tags from the client record. Needs CRM Suite. |
| Add Contact Tags | Adds tags to the contact. |
| Remove Contact Tags | Removes tags from the contact. |
| Update Contact Stage | Moves the contact to a stage, such as Lead or Customer. |
| Assign a form and request form to be filled | Assigns a form to the client and sends a WhatsApp message asking them to fill it in. Needs CRM Suite. |
| Notify Staffs via WhatsApp | Sends a WhatsApp template message to the team members you choose. |
| Send Email | Sends an email to the client, team members or a custom list. Marketing emails need CRM Suite; Transactional emails do not. |
| Webhooks by Whautomate | Sends the event data to your own URL (webhook). |
Example
Thank clients when an invoice is paid
- Create a rule with the Invoice Updates trigger.
- Add the condition Invoice Status equals Paid.
- Add the action send a WhatsApp template message with your thank-you template that includes the invoice PDF variable.