topic Re: Workflow for Payments in Commerce Tools

Setting Up Payment Link Notification Workflow

HJarboe — Fri, 31 Jan 2025 22:19:33 GMT

Good morning. We have set up our Sales Team with ability to send a payment link to a customer from a Deal. We're trying to set up email notifications to the person who sent the payment link and also one other internal person once a customer makes a payment. We need certain data that ties to the payment link description custom line item. Can someone assist us in configuring this workflow please?

Re: Workflow for Payments

BérangèreL — Fri, 19 Apr 2024 08:46:35 GMT

Hi @HJarboe, I hope that you are well!

Thank you for reaching out to the Community!

I'd like to share this post "How to Succeed with the Payments Automation" from my colleague @kvlschaefer with examples of use cases for Payments-Based Workflows that might help you.

I also wanted to invite a couple of subject matter experts and some Community Members to this conversation: Hi @Humashankar, @Jnix284, @SLester, @RSchweighart and @CHawkins do you have suggestions to help @HJarboe, please?

If anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thank you so much and have a fantastic day and weekend!

Best,
Bérangère

Re: Workflow for Payments

Humashankar — Fri, 19 Apr 2024 09:39:15 GMT

Seems the article by @kvlschaefer was a broader one which covers everything for the Workflow for Payments and I would like to add a bit on advanced workflow logic in the same front a few we can also consider for the topics like - Personalization, Integrations, Reporting and Optimization, Error handling.

Below are some quick points to glance for advanced workflow logic,

Dynamic Email Content by making use of conditional branching to customize email content or recipient lists based on payment details. For example:
Send a special thank-you email for payments above a certain amount.
Send a follow-up email with specific instructions for failed payments.

Timed Follow-up Emails to maintain Set up time delays to schedule follow-up emails for:
Send reminders after a set time to encourage completion for incomplete payments
Send reminders after a set time to trigger action to ensure pending actions are covered.

Some Real time examples:

Tailored Email Content Based on Payment Amount
- Condition - Payment amount is greater than $1000
- Action - Send an Email with a note - We appreciate your significant order and value your business!
Reminder Email for Incomplete Payments
- Condition - Payment Link Not Completed
- Condition - Action - Send an Email with a note - Incomplete payment alert! Please complete your purchase to secure your order and avoid delay.
Assigning Tasks Based on Payment Failure Reason
- Failure reason is 'Insufficient Funds'
- Action - Assign follow-up task to Collections Team to ensure timely customer engagement.

Best Regards !!

Re: Workflow for Payments

HJarboe — Fri, 19 Apr 2024 20:37:23 GMT

Thank you for your comment. That's a lot of helpful info. What I was looking to do was an internal email when a customer made a purchase. This would be an email as soon as the customer authorizes payment. I have not been successful in getting to work through a workflow yet.

Re: Workflow for Payments

HJarboe — Fri, 19 Apr 2024 20:41:40 GMT

Thank you for your comment.

Re: Workflow for Payments

Humashankar — Fri, 19 Apr 2024 20:50:38 GMT

Hi @HJarboe

Would you prefer creating an automated workflow
Choose -payment authorized as the trigger and send email as the action.

then specify the email recipients and content and with that

You would be able to Set up the workflow / internal email workflow triggered and you are good to go

Warm Regards

Re: Workflow for Payments

HJarboe — Fri, 19 Apr 2024 21:03:30 GMT

I would to do that but I can't figure out how. I haven't been able to find a trigger that fits with "payment authorized". If you happen to know a way to get it could you advise me please?

Re: Workflow for Payments

Humashankar — Fri, 19 Apr 2024 22:14:54 GMT

Surething - Have you refernced this article before - can you pleae take a look and if that helps for you.

Create automated emails to use in workflows (hubspot.com)

Update automated emails in your workflow (hubspot.com)

Use automation with emails (hubspot.com)

Regards

Re: Workflow for Payments

RSchweighart — Sat, 20 Apr 2024 22:03:10 GMT

Hi @HJarboe,

Have you considered using Status = Succeded as your filter criteria to trigger the automation?

You'd want to use a payment workflow type. Then, use 'when filter criteria met' for your trigger of Status is any of Succeeded.

Then, you could use the payment owner to branch the workflow and send the internal email to the appropriate team member.

The workflow might look something like this:

Let me know if this misses the mark on what you want to happen.

Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier.

Re: Workflow for Payments

HJarboe — Mon, 22 Apr 2024 16:53:38 GMT

Thank you for your help! I'm going to try that to see if that will work for what we need. I used the trigger of payment status "processing" so I'm hopefully that once a customer authorizes a payment that an email will be automated.

Re: Workflow for Payments

RichardFoster22 — Fri, 26 Apr 2024 01:41:59 GMT

That's nice. I'm so much glad to know more about this workflow payment. I have another question. I'm not sure is this applicable or not. Can I use this workflow payment gateway for casino games playing? Please let me know. Have a very good day!

Re: Workflow for Payments

HJarboe — Fri, 26 Apr 2024 13:40:48 GMT

I honestly don't know. That is something you would need to ask HubSpot about.

Re: Workflow for Payments

RSchweighart — Fri, 26 Apr 2024 18:07:55 GMT

Hi @RichardFoster22, I am not sure either. Is the concern because it's casino games and legal questions or the technical execution?