When a Payment is Completed or Recorded
When a Payment is Completed or Recorded runs when a client pays online, or a team member records a payment against a client. Use it to thank the client, tag them or alert your team.
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 |
|---|---|---|
| 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 Group | is part of all, is part of any, is not part of all | Your contact groups |
| Payment Type | is part of all, is part of any, is not part of all | Invoice, Appointment, Virtual/Online Session, Class, Available Funds, Form |
| Payment Channel | equals, not equals | Online, Offline |
| Payment amount | equals, not equals, lesser than, greater than, lesser than equal to, greater than equal to | A number |
| 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 Payment Type to choose what was paid for (Invoice, Appointment, Virtual/Online Session, Class, Available Funds or Form) and Payment Channel to separate Online from Offline payments.
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.
| Action | What it does | Wait time |
|---|---|---|
| Send Email | Sends an email to the client, team members or a custom list. Marketing emails need CRM Suite; Transactional emails do not. | Minutes to months |
| Notify Staffs via WhatsApp | Sends a WhatsApp template message to the team members you choose. | Minutes to months |
| 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. | Minutes to months |
| send Customer Satisfaction Survey (CSAT) | Sends a customer satisfaction (CSAT) survey. | Minutes to months |
| Add the Contact to Group | Adds the contact to a contact group, which you can check in later conditions. | Minutes to months |
| Remove the Contact from Group | Removes the contact from a contact group, for example so a rule does not run twice. | Minutes to months |
| Add Client Tags | Adds tags to the client record. Needs CRM Suite. | Minutes to months |
| Remove Client Tags | Removes tags from the client record. Needs CRM Suite. | None |
| Add Contact Tags | Adds tags to the contact. | Minutes to months |
| Remove Contact Tags | Removes tags from the contact. | Minutes to months |
| Update Contact Stage | Moves the contact to a stage, such as Lead or Customer. | Minutes to months |
| Mark the form as sent | Marks the assigned form as sent. Needs CRM Suite. | Minutes to months |
| Add Text Client Notes | Adds a text note to the client record. Needs CRM Suite. | Minutes to months |
| Add Document Client Notes | Attaches a document to the client record as a note. Needs CRM Suite. | Minutes to months |
| Add or Update Client Custom Attributes | Adds or updates custom fields on the client record. Needs CRM Suite. | Minutes to months |
Example
Thank clients for online payments
- Create a rule with the When a Payment is Completed or Recorded trigger.
- Add the condition Payment Channel equals Online.
- Add the action send a WhatsApp template message with your payment confirmation template.