Monitor Past Due Invoices with a ConnectWise Workflow Rule

A workflow rule lets ConnectWise Manage automatically send an email when an invoice ages past a threshold you define. The steps below build a rule that fires when an invoice is a set number of days past due and still unpaid.

Create the workflow rule

1. Go to System > Setup Tables, then open Workflow Rules.
2. Select the New Item icon.
3. In the Description field, enter a name for the rule.
4. From the Table Reference drop-down, select Invoices.
5. Select Save.

Add the past-due trigger

1. Select Events +.
2. From the Set trigger drop-down, select Invoice is {value} days past due.
3. In the Set value field, enter the number of days.
4. Save the trigger.

Add the unpaid condition

1. Select the plus sign to add a second condition line.
2. From the Set operator drop-down, select AND.
3. From the Set trigger drop-down, select Invoice is not paid in full.
4. Save the trigger, then select Save.

Configure the email action

1. Select Actions +.
2. From the Action Type drop-down, select Send Email, then select Next.
3. Set the Send to and Member from contacts.
4. From the Attach drop-down, select Invoice.
5. In the Available Variables list, double-select Company Name and Item Record ID to add them to the email body.
6. In the Subject field, enter a subject line.
7. Compose the email body, then select Save & Close.

Activate the rule

1. Select Activate now.
2. In the Run Every field, enter 1.
3. From the Period drop-down, select Days.
4. From the During drop-down, select My Company Office Hours.
5. Select Save.

Note: The rule evaluates on the schedule you set here — not in real time. If you set it to run once per day, an invoice that crosses the threshold overnight won’t trigger the action until the next scheduled run.