Automated emails for invoicing

rub1e commented 6 years ago

[x] Figure out where automated emails are being sent from (FreeAgent?)
[x] Figure out how to stop/start/pause/etc them in case of FH Members taking breaks etc.
[x] Make sure they're coming from the right email address
[x] Set up thank you emails
[x] document process as MD file

rub1e commented 6 years ago

Automated invoice emails are being sent by FreeAgent, and come from hello@focushub.co.uk

In order to pause a recurring payment, set the recurring invoice to draft, then activate it again when you want invoicing to start again.

iteles commented 6 years ago

Assigning back to you for the thank you notes!

rub1e commented 6 years ago

This is all done so, for posterity, the process for setting up an automatic recurring invoice...

First set up the member as a contact (if they're not already)
In the horizontal menu, go to Work > Invoicing and on the next screen go to Recurring Invoices
Click Add Recurring Profile
Select the contact, leave the project blank
(Ignore Starting Reference, this will be set automatically)
Set the start date and frequency (along with end date if that's known, unlikely)

screenshot 2018-01-16 at 17 02 47

Under Invoice emails, tick to send invoices and thank yous, but not reminders (screenshot)
Create the profile!
On the next screen, hit the green Add invoice item button and select the item from the price list (e.g. Monthly Hotdesk), or add a new invoice item and tick to add it to the price list
Once you've added this and finished the process, the invoice is set to draft - you must activate it before it's.... ummm... active
If you need to pause the recurrences, or just stop the invoices going out, set the profile to draft again.

rub1e commented 6 years ago

@iteles is this worth popping into an md file? (It can sit in the FH repo until we make a decision about process folders)

iteles commented 6 years ago

@rub1e Definitely worth putting in an md file. As FH is essentially a business that needs to live on its own, I think it might be neater if we keep FH processes here (I think of these things in terms of needing to move the repo to another org for example) but have a link to it from our dwyl process-handbook. What do you reckon?

rub1e commented 6 years ago

Included in https://github.com/dwyl/focus-hub/blob/master/new-member-process.md

dwyl / focus-hub

Automated emails for invoicing #124