Who this guide is for
Administration, finance and the account owner.
A case, step by step
The client makes a partial payment on F-204 through the portal. Check the actual amount before thanking them: avoid saying the whole invoice is settled.
Fictional example for working through the process; not a customer result.
What to do in each situation
- Zero balance or a received payment awaiting reconciliation.
- Do not chase again; validate and update the record.
- Partial payment.
- Communicate only the remaining balance and reference the receipt.
- Disputed invoice.
- Stop the standard message and assign resolution to finance and sales.
- Missed payment promise and confirmed outstanding debt.
- Escalate with history and current balance under the agreed commercial policy.
Before you call it done
Check off what you have reviewed. Checks last only while this page is open.
Your working toolkit
Your control sheet
Start with this example record. The PDF includes a blank worksheet to apply the procedure with your team.
| Field | Filled example |
|---|---|
| Invoice / currency | F-204 / EUR |
| Issued / received / outstanding | 3,000 / 1,000 / 2,000 |
| Due date / promise | October 10 / payment promised on the 14th |
| Next step | Recheck balance on the 14th before contacting |
A message you can adapt
Hi [name], our review shows a remaining balance of [amount and currency] on [invoice], due [date]. If you have already paid or there is a discrepancy, please let us know so we can check before continuing.
Replace the fields and check the facts before using it. This page does not send messages.
How to tell if it is working
- Incorrect reminders
- Reminders about already paid invoices / reminders sent; review each case.
- Overdue balance with an owner
- Overdue amount with an owner and next action / overdue amount reviewed.
These measure your process; they are not guaranteed improvements from using the template.
From procedure to your Filmo workflow
The guide above is a working method for your team. The catalog describes the intended automation, but Filmo's help lists Workflows as coming soon. Check access in your account before planning activation; downloading the guide does not activate the workflow or carry out the decisions in the procedure.
- Start
- An event occurs
- Scope of this template
- Email a thank-you and notify the team. Requires connected email and a Slack channel.
- Before activation
- Configure recipients, connections, conditions and permissions. Try one case that should act and one that should stop. Review results before enabling sends or document changes.
Are age and overdue status the same?
No. Some Holded checks in this catalog look for invoices issued over 30 days ago, not overdue invoices. Check the actual due date before chasing.