Set it once. It runs every week.
The cash routine is the same five moves every Monday. A workflow is you writing those moves down once: a trigger, an action, what happens either way, and when it runs.
The weekly routine only happens on quiet weeks.
Check the forecast, chase the three invoices that matter, hold the bills that can wait, flag anything that moved. It takes twenty minutes and it works. It also gets skipped the moment a job goes sideways, which is exactly the week it would have helped.
A routine that depends on you remembering is not a routine.
Every owner we talk to has a version of the Monday list, and every one of them has a stretch where it did not happen. Nothing bad occurs immediately. It shows up four weeks later as an invoice nobody chased and a week that is tighter than it needed to be.
- Busy weeks skip itThe weeks where cash gets tight are the weeks you have no time to look at cash.
- It lives in your headNobody else can run it, which means it stops entirely the week you are on a roof or on a plane.
- Nothing is written downThe rules are real but implicit. Chase Henderson at ten days, never chase Coastal before thirty.
Four parts, and you can read all of them.
- A trigger you chooseAn invoice hitting seven days overdue, a bill landing in your tight week, or just Monday at eight.
- Actions you already trustDraft a reminder, send it, rank a queue, flag a week, or escalate to a person by name.
- Branches on the outcomePaid, mark it done. Not paid, escalate. The rule handles both instead of stopping at the first one.
- Runs on your scheduleWeekly, daily, or the moment the trigger happens. Set it once and stop being the reminder.
- Off in one clickPause a rule or kill it entirely. Nothing keeps running because you could not find the switch.
- A log of everythingWhat fired, what it did, what it skipped and why. Readable a month later.
Trigger, action, branch, schedule.
1. Pick the trigger
The thing that starts it. An invoice crossing overdue, a week dropping under a number, or a day and a time.
2. Choose the action
Draft, send, rank, flag or escalate. The same actions you take by hand, wired to the trigger.
3. Set the branch
What happens when it works and what happens when it does not. Both paths, decided up front.
4. Give it a schedule
Every Monday at eight, or the moment the trigger fires. Then it runs without you opening anything.
Most first workflows are the same one: an invoice hits seven days overdue, Arclite drafts the reminder, you approve it Monday morning. See what that draft looks like on collecting overdue invoices.
Automation you can switch off.
Arclite's default is that nothing reaches a customer until you click send. A workflow is the one place that default can be moved, so it is worth being plain about how far it moves and who moves it.
You decide in advance, not in the moment.
Approving the same first reminder forty times teaches you nothing by the tenth. A workflow lets you say once that this specific reminder, to this kind of customer, at this stage, can go without you. Everything outside that boundary still waits. Widen it when you trust it, narrow it when you do not, kill it when it stops earning its place.
- The boundary is yoursWhich customers, which stage, how far the escalation runs and where it stops and hands back to you.
- Nothing pays itselfWorkflows never move money, and a rule cannot post to QuickBooks on its own. Approval comes first, rules included.
- Auditable after the factEvery run leaves a log. If a rule did something you did not expect, you can see why and change it.
Sending an email costs one credit whether you clicked it or a rule did. See $50 a month, 100 credits.
Questions about workflows.
Only if you build one that does, and you have to choose that on purpose. The default everywhere in Arclite is that a draft waits for your approval. A workflow is the one place you can decide in advance that a particular kind of reminder goes out without a second look, because you already know what it says and who it goes to. You set the boundary, you can narrow it, and you can switch the whole thing off in one click.
Things that happen in your ledger and things that happen on the calendar. An invoice crossing seven days overdue, a customer passing a balance you set, a bill coming due inside your tight week, a forecast week dropping below a number you care about, or simply Monday at eight. You can combine them, so a reminder only fires if the invoice is overdue and the customer is not already in a payment conversation.
It does not double up. If you already sent a reminder on an invoice by hand, the workflow sees it and skips its turn rather than sending a second one an hour later. The same goes for two workflows that would both catch the same invoice. Anything a rule chose not to do shows up in the log with the reason, so a quiet week is legible rather than mysterious.
Yes, and at the same rate as anything else. One credit per email sent, whether you clicked send yourself or a rule did it for you. Your $50 a month includes 100 credits and extra credits are 50 cents each on the next invoice. Building and running workflows costs nothing on its own. Only the emails count.
Every run is logged: what fired, what it looked at, what it did, what it skipped and why. You can read back a month of it. A rule you cannot audit is a rule you will eventually turn off out of nervousness, so the log is part of the feature rather than a debugging screen bolted on afterward.
Write the Monday list down once.
Connect QuickBooks Online, build the rule, and it runs whether or not you get to it. Switch it off any week you want.
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