Scheduled Tasks

Automate recurring tasks like invoice reminders, scheduled reports, and custom workflows. Set it and forget it.

Overview

Scheduled tasks allow you to:

• Automate invoice payment reminders
• Generate and email scheduled reports
• Execute custom tasks on a schedule
• Trigger webhooks on a schedule
• Reduce manual work

Viewing Scheduled Tasks

1. Navigate to Scheduled Tasks in the sidebar
2. View all scheduled tasks with:
   • Task name
   • Task type
   • Schedule (frequency)
   • Status (Active/Paused)
   • Next run date
   • Last run date
   • Run count

Task Types

Invoice Reminders

Automatically send payment reminders for overdue invoices.

Configuration:

• Schedule: When to send reminders (e.g., daily at 9 AM)
• Reminder Schedule: Days before/after due date (e.g., 7 days before, on due date, 7 days after)
• Email Template: Reminder email template

Scheduled Reports

Automatically generate and email reports.

Configuration:

• Schedule: Report frequency (daily, weekly, monthly)
• Report Type: Which report to generate
• Recipients: Email addresses to receive report
• Format: PDF or CSV

Webhooks

Trigger webhooks on a schedule.

Configuration:

• Schedule: When to trigger (cron expression or interval)
• Webhook URL: Endpoint to call
• Payload: Data to send

Custom Tasks

Execute custom business logic on a schedule.

Configuration:

• Schedule: Execution frequency
• Task Config: Custom configuration for your task

Creating a Scheduled Task

Invoice Reminder

1. Navigate to Scheduled Tasks
2. Click Create Task
3. Select Invoice Reminder type
4. Configure:
   • Name: Descriptive name (e.g., "Daily Payment Reminders")
   • Schedule: When to run (e.g., "Daily at 9:00 AM")
   • Reminder Schedule: Days relative to due date
   • Email Template: Reminder template
5. Click Save

Scheduled Report

1. Navigate to Scheduled Tasks
2. Click Create Task
3. Select Scheduled Report type
4. Configure:
   • Name: Report name (e.g., "Weekly Revenue Report")
   • Schedule: Frequency (daily, weekly, monthly)
   • Report Type: Select report
   • Recipients: Email addresses (comma-separated)
   • Format: PDF or CSV
5. Click Save

Webhook Task

1. Navigate to Scheduled Tasks
2. Click Create Task
3. Select Webhook type
4. Configure:
   • Name: Task name
   • Schedule: Cron expression or interval
   • Webhook URL: Endpoint URL
   • Method: GET, POST, PUT, DELETE
   • Headers: Custom headers (optional)
   • Payload: JSON body (optional)
5. Click Save

Schedule Configuration

Cron Expression

Use cron syntax for precise scheduling:

• 0 9 * * * - Daily at 9:00 AM
• 0 9 * * 1 - Every Monday at 9:00 AM
• 0 9 1 * * - First day of month at 9:00 AM
• */15 * * * * - Every 15 minutes

Interval

Use simple intervals:

• Daily: Every 24 hours
• Weekly: Every 7 days
• Monthly: Every 30 days
• Custom: Specify hours, days, etc.

Managing Tasks

Pausing Tasks

1. Find the task
2. Click Pause
3. Task stops executing until resumed

Resuming Tasks

1. Find paused task
2. Click Resume
3. Task resumes on next scheduled run

Editing Tasks

1. Find the task
2. Click Edit
3. Update configuration
4. Click Save
5. Next run date recalculates if schedule changed

Deleting Tasks

1. Find the task
2. Click Delete
3. Confirm deletion

Warning: Deleted tasks cannot be recovered.

Running Tasks Manually

1. Find the task
2. Click Run Now
3. Task executes immediately
4. Useful for testing

Task Execution History

Viewing History

1. Open task details
2. View Execution History tab
3. See:
   • Execution date/time
   • Status (Success/Failed)
   • Duration
   • Result/Error messages

Task Logs

• View detailed logs for each execution
• See what actions were performed
• Identify errors or issues
• Debug task problems

Best Practices

• Clear naming: Use descriptive task names
• Test first: Run tasks manually before scheduling
• Monitor execution: Check execution history regularly
• Set appropriate schedules: Don't run too frequently
• Handle errors: Configure error handling for webhooks
• Document purpose: Add notes explaining task purpose

Troubleshooting

Task Not Running

1. Check task status is "Active"
2. Verify next run date has passed
3. Check schedule configuration is correct
4. Review execution history for errors

Task Failing

1. View execution history
2. Check error messages
3. Verify configuration is correct
4. Test manually to identify issue

Wrong Schedule

1. Edit task
2. Update schedule configuration
3. Verify cron expression or interval
4. Check next run date updates correctly

Next Steps

• Recurring Invoices - Automate invoice generation
• Automation & Workflows - Event-based automation
• Reports - Scheduled report types