Invoicing app on ribily
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Customer Invoicing App is the second app we have built for the Build Fast series. This App is for companies to Send and Track Invoices to their Customers. You can use this as a template to build on top of.
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Invoicing app on ribily
- 2. www.ribily.com “Customer Invoicing App is for you to Send and Track Invoices to Payment.”
- 4. www.ribily.com Creating ‘Customer Invoicing’ App on Ribily
- 5. www.ribily.com Create Business Apps in 3 Steps
- 6. www.ribily.com Step 1 – Configure your Trigger
- 7. www.ribily.com Start building your ‘form’ – Add a ‘Control’
- 8. www.ribily.com Configure properties for your ‘Control’
- 9. www.ribily.com Adding more controls to your ‘Form’
- 10. www.ribily.com Configure your form within minutes • Add the below mentioned controls to the form, just like you added the first one for ‘Invoice’ Control Name Control Type Properties Customer Mail ID Text Box Mandatory Invoice Checkers Comments Text Box Visibility=False; Multiline, number of lines =4 Rectified Invoice Attachments Visibility=False Comments on Payment Status Text Box Visibility=False; Multiline, number of lines =4
- 11. www.ribily.com Save your form and move to the next step
- 12. www.ribily.com Step 2 – Configure your ‘Flow’
- 13. www.ribily.com Build the flow for PO Fulfilment
- 14. www.ribily.com Add as many stages to your flow as you like • Hover the mouse on top of the start icon to show actions • Hover the mouse on top of the square and drag and drop to configure your first stage ‘Invoice Check’ in the workflow • Click on the properties icon to configure ‘Invoice Check’ Stage
- 16. www.ribily.com Task Pools in Ribily What is a Task Pool? Task Pool is basically a Team or Group of Users. When do you use a Task Pool? When a Task can be assigned to any one member of the group. For e.g. If you would want to assign an Invoice to QC team. Any one member from the QC team can work on it.
- 17. www.ribily.com Task Pools in Ribily What can you Configure in a Task Pool? You can add users to a Task Pool to create a Team and assign what permissions users have for the tasks. You can then define how tasks can be allocated to the users. How can Task be Assigned to the users? The Task allocation can be either manual, where, users in the task pool can pick tasks manually OR it can be automated based on Round Robin, Least busy user Or Random Algorithm.
- 18. www.ribily.com To Create Task Pool, go to Settings
- 20. www.ribily.com Name your Task Pool
- 21. www.ribily.com Adding Users to Task Pool
- 24. www.ribily.com Assign ‘Check Invoice’ to a Task Pool
- 25. www.ribily.com Configuring Actions for ‘Check Invoice’ Stage
- 26. www.ribily.com Configuring Control Visibility • Ensure that the following settings are made for the ‘Check Invoice’ Stage. Control Name Control Type Properties Invoice Attachment Enabled = Unchecked, Visible=Checked Customer mail ID Text Box Enabled = Unchecked, Visible=Checked Invoice Checker Comments Text Box Enabled = checked, Visible=Checked Rectified Invoice Attachment Enabled = Unchecked, Visible=Unchecked Comments on Payment Status Text Box Enabled = Unchecked, Visible=Unchecked
- 27. www.ribily.com Configuring personalized email for the user
- 28. www.ribily.com Set up Stage Transitions • Add another square shape. This one will be to send invoice to the Customer when QC is passed. • Click on the icon on the connecting line and select ‘QC Passed’
- 29. www.ribily.com Send Invoice to the Customer
- 30. www.ribily.com Configure Rule for sending Email
- 32. www.ribily.com On QC Failed configure ‘Rectify Invoice’ Task
- 33. www.ribily.com On QC Failed configure ‘Correct Invoice’ Task
- 34. www.ribily.com Transitions & Control Visibility for ‘Rectify Invoice’ • Ensure the following settings are made for ‘Rectify Invoice’ stage under Configure Task Stage. • This Stage connects back to ‘Check Invoice’ Control Name Control Type Properties Invoice Attachment Enabled = Unchecked, Visible=Checked Customer mail ID Text Box Enabled = Unchecked, Visible=Checked Invoice Checker Comments Text Box Enabled = Unchecked, Visible=Checked Rectified Invoice Attachment Enabled = Checked, Visible=Checked Comments on Payment Status Text Box Enabled = Unchecked, Visible=Unchecked
- 35. www.ribily.com Setting Personalized email for Submitter In the Subject • Errors found in Invoice In the Body • Hi <%SubmittedBy.Name%>, Errors found in the Invoice you uploaded. Please find the QC Comments below: "<%JSON.CustomerInvoicingApp.InvoiceCheckersComments%>" Please re-attach the Invoice with correction. Regards, Ribily
- 36. www.ribily.com Configuring ‘Check Payment’ • Task Assignment – Assign it to the submitter Control Name Control Type Properties Invoice Attachment Enabled = Unchecked, Visible=Checked Customer mail ID Text Box Enabled = Unchecked, Visible=Checked Invoice Checker Comments Text Box Enabled = Unchecked, Visible=Checked Rectified Invoice Attachment Enabled = Unchecked, Visible=Unchecked Comments on Payment Status Text Box Enabled = Checked, Visible=Checked
- 37. www.ribily.com Setting Personalized email for Check Payment In the Subject • Payment Status Check PO Ref - <%JSON.CustomerInvoicingApp.PORef%> In the Body • Hi <%SubmittedBy.Name%>, Please check if the Payments for PO Ref - <%JSON.CustomerInvoicingApp.PORef%> has been made. Take Action Appropriately. Regards Ribily
- 38. www.ribily.com Send Reminder for Payment • Use ‘Send Email’ activity to send reminder to the customer • In the Subject • Payment Reminder. PO ref: <%JSON.CustomerInvoicingApp.PORef%> • In the Body • Dear Customer, This is a Reminder for payment for PO Ref:<%JSON.CustomerInvoicingApp.PORef%>. Please make the payment ASAP. Regards, Ribily
- 39. www.ribily.com Send Thank you Note for Payment • Use ‘Send Email’ activity to send thank you note to the customer • In the Subject • Payment Received. Thank you! PO ref: <%JSON.CustomerInvoicingApp.PORef%> • In the Body • Dear Customer, Thank you for the payment for PO Ref: <%JSON.CustomerInvoicingApp.PORef%> Looking forward working with you. Regards, Ribily
- 40. www.ribily.com The completed flow looks like this
- 41. www.ribily.com Step 3 – Publish the App
- 42. www.ribily.com Now start using PO Fulfilment App on Ribily