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?
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
Thank you for your comment.
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,
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Dynamic Email Content by making use of conditional branching to customize email content or recipient lists based on payment details. For example:
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Send a special thank-you email for payments above a certain amount.
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Send a follow-up email with specific instructions for failed payments.
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Timed Follow-up Emails to maintain Set up time delays to schedule follow-up emails for:
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Send reminders after a set time to encourage completion for incomplete payments
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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 !!
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.
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
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?
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
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
I help businesses with HubSpot and Zapier.
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.
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!
I honestly don’t know. That is something you would need to ask HubSpot about.
Hi @RichardFoster22, I am not sure either. Is the concern because it’s casino games and legal questions or the technical execution?