If you’ve noticed that certain invoices were not picked up by your “Invoice Created” workflow, it’s likely due to how the trigger filters were configured at the time those invoices were imported.
Why the Invoice Was Missed
For example, you have an invoice with an issued date on May 30th that was imported into Kolleno on June 2nd. However, when it was imported:
The workflow filter was set to trigger only if the invoice was issued within 2 days of the current date.
This means only invoices issued on or after May 31st qualified.
The invoice in question was issued on May 30th, so it was excluded.
Although the filter was later updated to 4 days on 3rd June, this change does not retroactively trigger the workflow for already-imported invoices. Those invoices are no longer considered "new" and won’t be picked up by the updated workflow.
How to Automatically Send Follow-Ups for Missed Invoices
To reach those missed invoices automatically, you can create a new workflow with the following setup:
Create a New Workflow with a trigger "When a transaction matches certain conditions".
Then select the trigger "Invoice Follow Up".
Use the Same Email Action: Replicate the same message that you had in the “Invoice Created” workflow.
Change the Filter Logic:
Instead of using Inv. days issued <= 2 as explained here for Invoice Created workflows.
Use Inv. date within a specific date range, e.g.:
From: May 30th
To: June 2nd
This will allow the workflow to pick up invoices issued during that window, regardless of when they were imported.
The reason this is the case is because an Invoice Created workflow only catches the invoices added to Kolleno within the last 30minutes.
Summary
Missed invoices usually occur when the timing of the import falls outside the trigger filter range.
While adjusting the filter helps future invoices, it won’t affect past ones.
Creating a dedicated follow-up workflow with a date range filter is the best way to ensure these invoices still receive the intended communications.