Document Workflows

What is a document workflow?

A document workflow is an automatic sequence of tasks, emails, and SMS messages that trigger based on events related to your documents (quotes, invoices, contracts, questionnaires).

For example, you can create a "Quote follow-up" workflow that:

1. Sends a follow-up email 3 days after sending the quote without a response
2. Sends a reminder SMS 7 days after
3. Sends a final email 2 days before the quote expires
4. Creates a manual task for you on the expiration day

Once configured, this workflow automatically applies to each sent quote. If the client accepts or declines in the meantime, all pending reminders are automatically deleted.

Or a "Invoice follow-up" workflow that:

1. Sends a reminder email 3 days before the due date
2. Sends a follow-up SMS on the due date
3. Sends a follow-up email 7 days after the due date
4. Creates a manual task for you 14 days after

Once configured, this workflow automatically applies to each relevant invoice, without any action on your part.

Available workflow types

Create a document workflow

1. Go to Settings > Workflows
2. Click Add ▾ and choose the type (Invoice, Quote, etc.)
3. Give the workflow a name
4. Add tasks for each desired event:

• Choose the phase (e.g., "Document sent", "Invoice due")
• Define the delay (e.g., +3 days, -1 day)
• Associate an automatic email, an SMS, or a simple manual task

5. Save

Apply a workflow to a document

Manually

On an invoice, quote, contract, or questionnaire record, click the Workflow button in the actions menu (⋮). Select the workflow to apply.

When creating an invoice

When creating an invoice or quote, a Workflow field appears in the form. Select the desired workflow before saving.

From a quote template

When you create/edit a quote template, a Workflow field is available. If you configure one, it will be used by default every time you create a new quote from this template.

From a contract template

Same principle for contract templates, you can choose a default Workflow.

From a questionnaire template

Same here.

Via a payment plan

In Settings > Payment plans, open a plan and expand the Advanced features section. Associate a default workflow. All invoices generated by this plan will have this workflow pre-selected.

Important behaviors

✅ Paid invoice → due date reminders deleted

If an invoice becomes paid while due date or overdue reminders were scheduled, all pending tasks and emails are automatically deleted. Your client won't receive a reminder for an already paid invoice.

✅ Quote accepted or declined → send and expiration reminders deleted

As soon as a quote is accepted or declined, tasks related to its sending and potential expiration are deleted.

✅ Contract signed → send reminders deleted

Same for contracts: once signed, scheduled signing reminders disappear.

✅ Questionnaire completed → send reminders deleted

Same behavior: once the questionnaire is filled out, reminders are canceled.

In summary: as soon as a document reaches its final state (paid, accepted, signed, completed, declined), all pending tasks and communications related to previous phases are automatically deleted.

Track an ongoing workflow

On an invoice or quote record, click the Workflow button in the actions menu to access the applied workflow details. You'll see:

• The status of each action (Scheduled, Overdue, Sent, Completed)
• The planned date for each send
• A Send now button to manually trigger an email if needed
• A Cancel workflow button to delete all pending actions

Session Tasks tab

In a session record, the Tasks tab groups all document-related actions (quote, invoice, contract, questionnaire phases) in a single Documents section, making it easier to track the session overall.

Frequently asked questions

Q: What happens if I apply a workflow when the document has already been sent?

Tasks from the "sent" phase are created with delays calculated from the actual send date.

Q: Can I have multiple workflows on the same invoice?

Yes, it's possible to apply multiple successive workflows. Each new workflow creates its own tasks.

Q: Are already sent tasks deleted if I pay the invoice?

No. Only not yet executed tasks are deleted. Already sent emails remain in the history.

Q: Does the workflow trigger automatically when sending the document?

Yes, if a default workflow is configured on the document (via the form or payment plan), it triggers automatically when the document email is sent.

Updated on: 18/06/2026