Flow Automation: Sending Reimbursement Receipts via Action
You can use the Send reimbursement receipts action in Flow Automation to automatically send draft orders to the corresponding customer. This ensures customers receive their order details and necessary documentation for expense claims or payment processing immediately after a draft order is created.
This guide explains the field descriptions for this action, the applicable workflows, and how to test and apply it in real-world scenarios.
Field Descriptions
The Send reimbursement receipts action allows you to customize the message sent to your customers. You can enter static text or use parameters to insert dynamic values.
| Field | Description |
| Email subject | The subject line of the email. This field supports customization. |
| Email content | The body text of the email. This field supports customization. |
| Recipient | The recipient's email address. You can link this to the order contact or enter an email manually. |
Applicable Workflows
The Send reimbursement receipts action is primarily used in workflows initiated by the following trigger. Click the trigger name to view its detailed setup instructions:
- Create a Draft Order
Testing the Workflow
To test whether the workflow is triggered correctly and the reimbursement receipt is sent successfully, follow these steps:
- In Flow Automation, set up a workflow using the Create a draft order trigger and the Send reimbursement receipts action.
- From your admin panel, go to Orders > Create order to create a test order.
- Ensure a valid email address is associated with the draft order contact.
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After saving the draft order, go to the Flow Automation app to check the execution results.
Note: For more information on how to monitor the execution of your workflows, please refer to the "How to View the Running of a Flow" section in the "Introduction to Flow Automation" guide. - Check the recipient's inbox to verify that the email containing the reimbursement receipt has been delivered successfully.
Example Use Case
Here is a practical example of using the Send reimbursement receipts action to automate documentation delivery.
Scenario: Automatically send a draft order to the customer as a reimbursement document as soon as it is created.
- Trigger: Create a draft order
- Action: Send reimbursement receipts
- Outcome: Once the draft order is generated, the system automatically sends the reimbursement receipt to the customer's email, streamlining their expense claim process.