Pre-defined Workflows and Email Templates – DepositFix | Billing Solution for growing coaching companies

When you connect to DepositFix, it already creates 2 HubSpot workflows for you: DepositFix Successful Workflow for successful payments and DepositFix Failed Workflow for failed payments, and automatically connects them to your forms.

Successful Workflow

You can set enrollment triggers for your successful workflow using DepositFix timeline events inside HubSpot. Inside your workflow, you'll find two types of DepositFix timeline events.

Each of the two DepositFix timeline events will allow you to trigger the workflow based on the following properties:

You can filter by amount, payment processor (PayPal or Stripe), payment status, mode (test or live), product name, etc.

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You can use these workflows for any automated process. One common type of workflow is sending a receipt email after a payment is successful.

Stripe also allows you to send receipt emails but will only send generic emails. This method allows you to use your HubSpot account features fully. You can build and customise an email template to represent your business and branding better.

Here are the steps to modify the workflow:

After setting up the trigger, add a "Send Email" action

Select your email template and modify the email body

In the email body you can add any payment related fields from contact. To do this, click on Insert -> Personalization Token

Payment fields include:

Last Paid Amount

Last Payment Result Text (in case of a payment error it will show the message)

Last Product Purchased (Product name)

Payment Status (Success/Failure)

Reference Number (Stripe transaction id)

Stripe Customer Id

You can also add an internal email to the workflow to notify your team about the purchase. Don't forget to activate the workflow.

Now, after each successful payment, the workflow will run automatically and send a receipt.

The workflow will also allow you to create additional tasks or steps that you may find necessary.

Failed Workflow

DepositFix automatically triggers this workflow after an attempted payment fails to go through, this includes failed transactions on a recurring payment set up.

One common type of workflow is sending an email to the customer after an attempted payment did not go through. There are different reasons why a payment fails, invalid CVC, Insufficient balance, wrong card number, wrong expiration date, etc.

Here are the steps to modify the workflow:

Open the DepositFix failed workflow and add a "Send Email" action

Select your company template and modify the email body

In the email body, you can add any payment-related fields from Contact. To do that, click on Insert -> Personalization Token

It is highly suggested that you include a link to DepositFix's billing profile page. This landing page allows customers to update their credit card information.

You can also add an internal task to the workflow to update your team about the failed transaction. Don't forget to activate the workflow.

The workflow also allows you to create additional tasks or steps that you may find necessary.