The client's cleaning business struggled with manual invoice processing across different customer types (private and commercial). Managing payment collection for various service frequencies and customer preferences was time-consuming, while tracking job completions and payment statuses required significant administrative effort.
We created a fully automated payment workflow system that intelligently handles different customer types and payment scenarios. For private customers, the process begins immediately after job completion in Zoho FSM, where the system automatically generates a payment record. When dealing with recurring customers, our solution sends an SMS requesting a SEPA or credit card mandate. Once approved, all future payments are automatically processed through Mollie, eliminating manual intervention. One-time customers are seamlessly directed to immediate payment links for direct settlement.
Commercial customers follow a different pathway, where job completion triggers the generation of customized quotes based on predefined parameters. The administrative team receives immediate notification for quote review and approval, after which the system generates and sends professional invoices with appropriate payment terms.
The administrative team maintains complete control through a centralized dashboard that displays all payment statuses and required actions. Using a color-coded system, staff can quickly identify pending mandates, items awaiting approval, sent invoices, and completed payments. The integration connects Zoho FSM's job completion triggers, Zoho CRM's customer profiles and payment preferences, Mollie's secure payment processing, and our SMS system for customer communications. This comprehensive solution has transformed a previously manual process into a streamlined, automated workflow that adapts to each customer's specific needs while maintaining full visibility and control for the administrative team.
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