✍️ Customise your On Demand chasing workflows
✍️ Customise your On Demand chasing workflows
For On Demand payments where the customer needs to take action (i.e., sending a one-time payment link to your customer so they can pay via Card, Google Pay, Apple Pay, or Pay by Bank), you can create new workflows from scratch or modify existing ones by navigating to Settings → Workflows.
Select your default workflow
From the dropdown menu titled “Select the workflow you want to change,” choose one of the Adfin presets:
Standard – Email only
WhatsApp enhanced – Email and WhatsApp
SMS enhanced – Email and SMS
No chasing – Email only (Adfin sends the invoice but does not send reminders)
No Adfin distribution: I will send a payment link – Adfin does not send the invoice or any chasers; you will need to manually share the payment link with the customer.
⚠️ Important: Selecting the workflow “No Adfin distribution: I will send a payment link” as your default workflow means that Adfin will not send the invoice or perform any chasing when this workflow is applied to an invoice or customer.
You will need to manually share the payment link with the customer.
To obtain the unique payment link for a specific invoice:
Go to the ‘Accept Payments’ view.
Select the relevant invoice.
In the side drawer, click the link icon in the top-right corner,
or click More Actions → Copy Payment Link.
Creating a workflow from scratch
From the dropdown menu titled “Select the workflow you want to change,” choose “+ Create new workflow.”
Custom workflow options
With custom workflows, you can:
Use the drop-downs to select which channels (Email, WhatsApp, or SMS) you want to use for the initial payment request and any follow-up reminders / overdue notices.
💡 To prevent spam, Adfin will send up to two messages each via WhatsApp and SMS. Additionally, if a WhatsApp message fails, it will automatically be resent via SMS.
Add multiple reminders – Schedule reminders at custom intervals before the due date. Just click '+ Add another reminder'.
Set overdue reminder frequency – Configure how often reminders are sent once a payment is overdue.
Skip initial distribution (optional) – Delay sending the initial payment request if needed. To do so, simply delete the 'Distribution' event using the trash can icon.
Add custom text to messages – Include personalised text each time an invoice is sent, even when sending from your accounting software.
Always make sure to 'Apply as default workflow' and 'Save changes'
⚙️ Assigning different Workflows to different Customers
⚙️ Assigning different Workflows to different Customers
It’s also possible to assign different workflows to individual customers. For example, you may have one workflow for good payers and another for late payers.
To update a customer’s workflow:
Go to the ‘Manage Customers’ view and select the relevant customer.
In the side drawer, locate the Default Workflows section.
Next to On Demand Workflow, click ‘Update’.
Select the workflow you want to use from the dropdown menu.
Click ‘Save’.
Updating the default On Demand workflow at the customer level will apply the selected workflow to all new On Demand payment requests for that customer.
You can also choose to apply the change to any active payment requests for the same customer.
🔁 Bulk updating workflows
🔁 Bulk updating workflows
You don’t need to update workflows individually for each customer or invoice - Adfin allows you to perform bulk actions to update multiple customers or invoices at once.
To bulk update the On Demand workflow for multiple customers:
Go to the ‘Manage Customers’ view.
Select the desired customers using the checkboxes on the left-hand side of the table.
From the action bar at the bottom of the screen, click ‘Apply Workflow’ → ‘Set On Demand Payment Workflow’.
To bulk update the workflow for multiple invoices:
Go to the ‘Accept Payments’ view.
Select the desired invoices using the checkboxes on the left-hand side of the table.
From the action bar at the bottom of the screen, click the ‘Change Workflow’ icon.
Choose to either:
Switch to a completely new workflow (e.g., Auto Collect), or
Select a different On Demand workflow.
