Chatavise allows you to send automated payment reminders to customers who have an open accounts receivable (AR) balance. In this guide, we’ll walk you through setting up a workflow in Chatavise that utilizes the PowerMagic Open AR Report to send payment links via text. Let’s get started!


Prerequisites

Before diving into the workflow, there are a few things you'll need:

  1. Chatavise Account: Ensure you have a Chatavise account set up.
  2. PowerMagic Open AR Report: A CSV file that contains data on outstanding payments.
  3. Stripe Account: A payment processor integrated with Chatavise to generate payment links.



Step 1: Access the PowerMagic Open AR Upload Playbook

  1. Go to Chats Dashboard.
    • Navigate to Automations and then to Playbooks.
  2. Install the Open AR Upload Playbook:
    • Locate the PowerMagic OpenAR upload playbook. This playbook automates the entire process of sending payment links to your customers.
    • Install it by clicking Install, and name the installation (e.g., AR-1).


Step 2: Configure the Workflow

After installing the playbook, you’ll be directed to the Workflows page, where you'll customize the automation to fit your needs.

  1. Review Auto-Generated Workflow:

    • The playbook will automatically create a workflow, which contains the series of messages to be sent to your customers.
    • You can access the workflow and go to the Design tab to view the structure.

  2. Workflow Setup:

    • The workflow starts when the Open AR report is uploaded.
    • The first message in the sequence will inform the customer of the number of days they are overdue on their payment (using dynamic keywords like day_since_open_order_date).
    • The payment link is included in the message, making it easy for the customer to pay.

  3. Adding Delays Between Messages:

    • After the first message is sent, there’s a two-week delay before the next message is sent. A final reminder is sent two weeks after that.
    • You can adjust the timing and the messaging sequence by editing the delay and message content.


Step 3: Add Stripe Payment Links

To ensure customers can pay their outstanding balance:

  1. Integrate Stripe with Chatavise:

    • Stripe is a payment processor that allows you to generate secure payment links.
    • You can connect your Stripe account by following the instructions provided in the Chatavise documentation.

  2. Inserting the Payment Link into Messages:

    • Use a Stripe payment link variable in your messages to automatically generate payment links for each customer.
    • As soon as the customer receives the text, they will have a direct link to pay their outstanding balance.


Step 4: Handle Customer Responses and Payment

  1. Track Payment Completion:

    • Chatavise can listen for payment confirmations through Stripe.
    • Once a customer completes the payment, Chatavise will pause the workflow and stop sending further reminders.

  2. Customizing the Workflow:

    • You can update the message content and timings by simply editing the workflow. This is similar to working with Chatavise sequences but with more powerful workflow features.


Step 5: Upload the AR Report

Now that your workflow is set up, you need to upload the PowerMagic Open AR Report (CSV format) into Chatavise to start the process.

  1. Download the Open AR Report:

    • In PowerMagic, download the Open AR report as a CSV file. This file contains details about each customer's unpaid balance, including how much is owed and the operation ID (unique identifier).

  2. Map the Data:

    • Open the CSV file and map the operation ID to the corresponding location in the Chatavise platform. This ensures the right payment link is sent to the correct customer.

  3. Upload the CSV:

    • Once mapped, upload the AR report to Chatavise. You can drag and drop the CSV file into the Accounts Receivable Upload section on the platform.

  4. Verify and Process:

    • After uploading the file, Chatavise will automatically process the AR data and begin sending the payment reminders according to the workflow setup.


Step 6: Monitoring and Adjusting the Workflow

  1. Review Messages Sent:

    • After the report is uploaded and the workflow starts, you can monitor the progress by checking the Chats page in Chattavise. You'll see when each message is being sent and whether customers are responding or making payments.

  2. Customizing the Process:

    • You can adjust the number of days between messages, update payment links, and make changes to the workflow if needed. Just edit the workflow from the Workflows page.

  3. Avoiding Duplicate Messages:

    • Chatavise automatically avoids sending duplicate messages to customers who are already in a running workflow. If the customer has already received a message, the system will skip them and add new customers to the workflow.


Step 7: Finalizing and Repeating the Process

  1. Repeat with New Reports:
    • You can upload new Open AR reports on a regular basis (weekly, monthly, etc.) to continue sending reminders to new customers or customers who missed previous payments.
  2. Ending the Workflow:
    • If the workflow completes or is paused, Chatavise will automatically trigger the next round of messages, ensuring your collection process continues seamlessly.

Conclusion

By setting up this automated workflow using Chatavise and PowerMagic Open AR Report, you can efficiently handle accounts receivable reminders and payment collection via text. With integration to Stripe, your customers will have an easy way to pay their outstanding balances, directly from the message they receive.

If you have any questions or need assistance, feel free to reach out through Chatavise support.