Kipwise Agent workflows

Aged receivables report: what it shows, how to read it, and how to run it in Xero and QuickBooks

Aged receivables report: what it shows, how to read it, and how to run it in Xero and QuickBooks An aged receivables report (also called an accounts receivable aging report) lists every unpaid customer invoice and groups the amounts by how long they have been outstanding. It tells you who owes you money and how late they are. You can run it in Xero or QuickBooks Online in under a minute. What the report shows Each row is a customer. Each column is an aging bucket: the amount that customer still owes, split by how old the debt is. A typical layout looks like this: Current: not yet due. 1 to 30 days: up to a month past due. 31 to 60 days: one to two months past due. 61 to 90 days: two to three months past due. Over 90 days: the oldest debt, and the hardest to collect. The last column is the total owed. The exact buckets depend on the settings you pick, and both Xero and QuickBooks let you change the period length and how many columns to show. How to read it Check the total against your balance sheet. The aged receivables total should match the accounts receivable line for the same date. Look right, not down. A large balance in Current is normal. The same balance in the oldest column is a collection problem. Sort your attention by amount and age together. A small invoice 90 days late matters less than a large one 45 days late. Watch for one customer appearing in several columns. It usually means they pay some invoices and ignore others, which is a conversation rather than a reminder. Open the detail version when you need to chase. The summary shows totals per customer. The detail version lists the individual invoices. Run it in Xero Open the Reporting menu and select All reports. Find Aged Receivables Summary under the payables and receivables group, or use the report search. Pick the date you want to see receivables at. Under Ageing Periods, choose how many periods to show and how long each is (for example 30 days). Under Ageing By, choose Due Date or Invoice Date. Due date shows how overdue an invoice is. Invoice date shows how old it is. Click Apply, then click any total to drill down to the invoices behind it. Xero also has an Aged Receivables Detail report that lists each invoice. Run it in QuickBooks Online Go to Reports, then Standard reports. In the Who owes you section, select Accounts receivable aging summary (or Accounts receivable aging detail for individual invoices). Set the report period, the days per aging period and the number of periods. Use General options to change the aging categories, then click Run Report. Select Save as to keep your customized version. QuickBooks Online ages invoices from today's date by default. If you want the report to match your balance sheet for a past date, switch the aging method to the report date. Do it with Kipwise Agent Reading the report is the easy part. Remembering to open it every week is the hard part. With Kipwise Agent , an AI agent in Slack, you can ask for it in a channel, or have it posted on a schedule. It uses your own connected Xero or QuickBooks account and only the organisation or company you connected. Ask a question about one customer: "What does Acme still owe us?" It looks up the contact and reads their outstanding balances and invoices, with links back to Xero or QuickBooks. Post a recurring summary, using a scheduled request : "Every Monday at 9:00, post our aged receivables from QuickBooks." "Every Monday at 9:00, list our unpaid sales invoices in Xero that are past their due date, newest first." At the scheduled time it posts "Scheduled for @you: ..." in the channel and answers in that thread, as you. A few honest limits: In QuickBooks the agent can run the company-wide aged receivables report. In Xero, its aged receivables report works for one customer at a time, so for a whole-organisation view it lists the unpaid sales invoices with their due dates and amounts due instead. It reads the report and answers in Slack. It does not chase anyone. To draft a reminder email from the overdue list, ask it in the same thread (it asks for your approval before it writes the draft in your Gmail Drafts, and again before anything is sent). Connect Xero or QuickBooks first. See Connect your tools to Kipwise Agent . Questions What is the difference between the summary and the detail report? The summary shows one line per customer with totals per bucket. The detail report lists each invoice, so it is the one to use for collection calls. Why does my aged receivables total not match my balance sheet? Usually the dates differ. Run both reports for the same date, and in QuickBooks use the report date aging method. Should I age by due date or invoice date? Use due date to see what is actually overdue. Use invoice date to see how old your sales are.

Last updated: an hour ago

Project status report format: a weekly template you can copy, and how to fill it

Project status report format: a weekly template you can copy, and how to fill it A good project status report fits on one screen and answers five questions: how is the project doing, what got done, what is next, what could go wrong, and what do you need from the reader. The template below has exactly those five sections. Copy it, fill it in once a week, and post it where your stakeholders already read. The template Copy this into a doc, a Slack message or an email. Replace the words in brackets. Project: [name] | Week of: [date range] | Owner: [name] 1\. Summary Status: Green, Amber or Red, and one sentence on why. Next milestone: [name], [date], on track, at risk or late. 2\. Done this week [outcome], [link to ticket] [outcome], [link to ticket] 3\. Next week [planned outcome], [owner] [planned outcome], [owner] 4\. Risks and blockers [risk]: impact [what happens], owner [name], mitigation [what you are doing] 5\. Asks [decision or help needed], from [name], by [date] How to fill each section Summary. Write the status last, but put it first. Use green when you expect to hit the next milestone with no help, amber when you will hit it only if something changes, and red when you will miss it without a decision from someone else. Add one sentence of reason. If you cannot write the sentence, the status is not clear yet. Done this week. List outcomes, not activity. "Checkout redesign shipped to 10% of users" beats "worked on checkout". Link each item to its ticket so readers can click through instead of asking. Next week. Three to five items, each with an owner. If an item was in last week's "Next week" and is not in "Done", say why in the risks section. Risks and blockers. Name the impact in plain terms, an owner, and what you are doing about it. A risk with no owner is a complaint. Asks. The most useful section and the one most often left out. Each ask names a person and a date. If you have no asks, write "None" so readers know you looked. Keep the same sections in the same order every week. Readers learn where to look, and a change in status stands out. Where the facts come from Most of "Done" and "Next" is already in your tracker. In Jira, a JQL filter such as project = ABC AND resolved >= -7d lists last week's finished work, and sprint in openSprints() lists what is in the current sprint. In Linear, filter a project or the current cycle by status. Paste the results into the template and write the summary yourself. Do it with Kipwise Agent If your issues live in Linear or Jira, Kipwise Agent can draft the report from them. It is an AI agent in Slack that reads your Linear or Jira issues as you, using your own connected account, and it can run a request on a schedule. Try this in the channel where the report belongs: "@Kipwise Agent every Friday at 16:00, draft this week's status report for the Linear project Website Relaunch with these sections: summary with status, done this week, next week, risks and blockers, asks. Link each issue." For Jira, name the project or sprint: "...from the current sprint in Jira project WEB". What happens: At 16:00 on Friday it posts "Scheduled for @you" with your request and answers in that thread, as you. It lists the issues in the project or current cycle (Linear) or searches with JQL (Jira), opens the ones it needs for detail, and fills your template with links to each issue. It is a draft. You read it, fix the status and the asks, and post it. The summary colour and the asks are judgment calls it cannot make for you. Limits to know: It only reports what it fetched. If your team does not update issue status, the report will show that, not what really happened. Scheduled requests use your Slack time zone, can repeat at most every 10 minutes, and you can have 20 active per person. See Scheduled requests and reminders . You need to connect Linear or Jira first: Connect your tools to Kipwise Agent . A draft that only reads issues does not change anything in Linear or Jira. If you later ask it to update an issue, it shows an approval card first. See What Kipwise Agent needs your approval for . Questions How long should a weekly status report be? One screen. If a section needs scrolling, move the detail to a linked doc and keep a one-line summary here. What is the difference between a status report and a standup? A standup is spoken, daily, and for the team. A status report is written, weekly, and for people outside the daily work who need to decide or stay informed. Should I use RAG colours? Yes, if you define them. Green, amber and red mean nothing until the team agrees what each one commits you to, as in the summary step above.

Last updated: an hour ago

Slack Workflow Builder: what it is and 8 example workflows

Slack Workflow Builder: what it is and 8 example workflows Workflow Builder is Slack's no-code tool for automating routine tasks: a trigger starts a workflow, and steps send messages, collect forms, add list items or call other apps. It is available on Slack's paid plans (Pro, Business+ and Enterprise). Below are eight workflows you can build, then the jobs it does not cover. How a workflow is built A workflow has a trigger (what starts it), steps (what it does), variables (information people submit, which later steps can use) and buttons. Slack lists these triggers: from a link people click to start it from a webhook on a schedule (a date, time and cadence) when a list item is updated when a message with certain keywords is posted when a person joins a channel when an emoji reaction is used in a channel Steps come in three kinds: Slack steps (such as sending a message or adding someone to a channel), connector steps for third-party services (such as adding a row to a Google spreadsheet or creating a Zoom meeting), and custom steps built by a developer. Slack's feature page also lists collecting information in a form, adding items to a list and creating a canvas. By default any member of a paid workspace can build one, though an admin can restrict that. Eight example workflows Welcome new teammates. Trigger: a person joins a channel. Steps: send them a message with the channel's rules and key links. Time-off request. Trigger: a link in the HR channel. Steps: collect dates in a form, send the request to the manager's direct message, then post the result. Daily stand-up. Trigger: on a schedule, every weekday at 9:30. Steps: send a message to the team channel asking for yesterday, today and blockers. Support ticket intake. Trigger: a link. Steps: collect the issue in a form, add a row to a Google spreadsheet through a connector step, and post to the support channel. Feedback request. Trigger: an emoji reaction on a message. Steps: send the person who reacted a form to add detail. Keyword alert. Trigger: a message containing "outage" is posted. Steps: send a message to the on-call channel. New project kickoff. Trigger: a link. Steps: create a canvas, add the project to a list, and create a Zoom meeting through a connector step. Weekly reminder with a fixed message. Trigger: on a schedule, every Friday. Steps: send "Please submit your timesheet" to the channel. To start, open Workflows in Slack, choose a template or describe the workflow with AI, add a trigger and steps, then click Finish Up and Publish. You can edit it afterwards. Jobs Workflow Builder does not do well Workflow Builder is good at fixed processes: same trigger, same steps, same message. It is a weaker fit when: The content must be looked up each time. A scheduled message says what you typed when you built it. A report of today's unpaid invoices needs a connector for that tool, and a step that reads that data and writes it up. The wording depends on what the data says. There is no step that reads a record and decides what matters. The tool has no connector. Slack lists 70+ app connectors, and anything else needs a custom step a developer builds. It has to be set up in a builder. Changing a workflow means opening it in the editor, not typing a sentence in a thread. Do it with Kipwise Agent Kipwise Agent is an AI agent in Slack for the jobs above. You describe the schedule or trigger in plain words, it reads your connected tool first when it runs, and it answers in the thread as you. "@Kipwise Agent every Monday at 9:00, list our unpaid Xero sales invoices that are past their due date" "@Kipwise Agent every weekday at 9:00, list the Kipwise pages that were updated yesterday" "@Kipwise Agent whenever an invoice is created in Xero, tell me who it is for and the amount" The third is an automation, which fires on an event instead of a time. Event automations work with HubSpot, Intercom, Linear, QuickBooks, Stripe and Xero. Each one reads the record back with your own tools before it acts, and it never acts on the notification alone. Anything that changes something, such as creating an invoice or posting to a channel, shows an Approve or Deny card to the person who asked. Creating a schedule or automation needs approval once, and later runs do not ask again. Limits: you cannot edit a schedule (cancel by number and recreate it), and each person can have 20 active. It does not replace Workflow Builder's forms and approval flows for people. See Scheduled requests and reminders and What Kipwise Agent needs your approval for . Questions Is Slack Workflow Builder free? Slack's help center says workflows can be created by anyone on a paid plan. Slack's pricing page lists it as a feature, so check the live table for your plan. Can Workflow Builder run on a schedule? Yes. Use the schedule trigger and set a date, time and cadence.

Last updated: an hour ago

Virtual assistant for small business: what to hand off, and what an AI agent in Slack can take

Virtual assistant for small business: what to hand off, and what an AI agent in Slack can take A virtual assistant (VA) for a small business takes the repeatable admin that eats an owner's day: inbox, calendar, data entry, invoice chasing, research, reports and documents. Hand off work that follows a pattern, write it down once as a short procedure, and keep the judgement calls and relationship work for yourself. Below is a task list, a handoff template, and an honest split between what a person must do and what an AI agent in Slack can do today. Tasks small-business owners hand to a VA Inbox Sort incoming mail into "needs you", "needs a reply from me", and "ignore". Draft replies to routine questions (pricing, opening hours, order status) for you to approve. Unsubscribe from junk and file receipts and attachments in the right folder. Calendar Book and move meetings, and add travel time and prep blocks. Send you a one-line summary of tomorrow each evening. Chase people who have not confirmed a time. CRM and data entry Add new leads and contacts from emails, forms and business cards. Log calls and notes against the right deal. Clean duplicates and fill missing fields (company, owner, next step). Invoicing follow-up Check which invoices are overdue and by how much. Send a polite first reminder, and flag anything past 30 days for you. Match payments to invoices and note exceptions. Research Compare suppliers, software or venues in a short list with prices and links. Look up a prospect before a call: what they do, size, recent news. Reporting Pull the same numbers every week (sales, ad spend, traffic, unpaid invoices) into one summary. Chase teammates for their updates and compile them. Documents Turn meeting notes into minutes and action lists. Keep templates, checklists and "how we do things" pages current. How to write a handoff a VA can follow Most failed VA relationships are a missing procedure, not a bad VA. For each task, write one short page: Goal: one sentence on what "done" looks like. Trigger: what starts it ("a new enquiry arrives", "every Monday 9am"). Steps: numbered, with the exact tool and field names. Include a real example. Rules: amounts, names and situations that change what to do ("refunds over $100 go to me"). Stop and ask when: the cases the VA must not decide alone. Where the result goes: which folder, channel or sheet, and by when. Review the first three runs yourself, correct the page, then step back. A procedure that survives a stranger following it is also one you can hand to a new hire or an automation later. What still needs a human Judgement: whether to give a discount, take a risky client, or reply to an upset customer. Phone and voice calls: negotiation, a tricky supplier, a nervous customer. Relationships: the follow-up that works because it comes from you or someone who knows the account. Anything with legal, tax or money-moving consequences that you would not delegate to a new hire on day one. Do it with Kipwise Agent Part of the list above can be done by an AI agent in Slack instead of, or alongside, a person. It works with the tools you connect, as you, with your own permissions. Whenever it would change something or send something, it shows an Approve or Deny card and does nothing until you approve. What it can do today: Inbox: "Search my Gmail for the quote request from Dana and draft a reply saying we can start the 14th." After you approve, it writes the draft in your Gmail Drafts. Sending shows the recipient, subject and preview on an approval card first. Calendar: "What's on my calendar tomorrow?" and "Add 'Supplier call' Thursday 3pm for 30 minutes." It lists and creates events on your own primary calendar. CRM: "Log a note on the Harbour Cafe deal: asked for a revised quote" or "Move the Harbour Cafe deal to Proposal sent." Works with HubSpot and Pipedrive once you have connected them. Invoicing lookups: "What does Acme still owe us?" or "Run aged receivables." It reads Xero or QuickBooks and can run reports such as aged receivables, profit and loss and balance sheet. Writes such as recording a payment happen only when you ask for them, with approval. Reporting: "Every Monday at 9am, summarise last week's Search Console clicks and unpaid invoices." Scheduled requests run as you and post the result in the channel. See Scheduled requests and reminders . Documents: "Write this thread up as a page in the Ops folder." It drafts a page in your Kipwise knowledge base. What it cannot do: Make or take phone calls. Do anything outside the tools you connected. If it is not connected, it says so and offers a connect link. Decide for you. It prepares the draft, the number or the update; you approve it. So this is not a replacement for a good VA. It covers the lookup, draft and update work at any hour, which can free a VA (or you) for calls and relationships. See what Kipwise Agent needs your approval for and Connect your tools to Kipwise Agent . Questions What should I hand off first? Pick a task you do weekly that never changes shape, such as chasing overdue invoices or compiling the Monday numbers. Write the procedure, hand it off, and check the first three results. Is an AI chief of staff or executive assistant the same thing? Not fully. An agent in Slack covers the admin side of those roles through your connected tools. It does not make phone calls.

Last updated: an hour ago

Automated SEO reports: a weekly Search Console and GA4 report, and how to send it to Slack

Automated SEO reports: a weekly Search Console and GA4 report, and how to send it to Slack A weekly SEO report needs five things: clicks, impressions, average position, your top queries and pages, and the same numbers for the week before. You can pull them by hand from Search Console's Performance report and GA4, schedule a free emailed PDF with Looker Studio, or have an agent post the numbers in Slack every Monday. This article covers all three. What to put in a weekly SEO report Keep it to what changes a decision: Clicks, impressions, average CTR and average position for the week, next to the previous week. Top queries by clicks, with their average position. Top pages by clicks. Organic sessions from GA4, to see what the clicks turned into. One line of interpretation: what moved and what you will do about it. Always write the exact date range next to every figure. "Clicks: 1,240" is useless; "Clicks, 28 Sep to 4 Oct: 1,240 (previous week, 21 to 27 Sep: 1,090)" is a report. Pull it from Search Console Open Search Console, pick your property, and choose Performance in the left menu (the Search results report). Click the date filter at the top. Pick a range, such as the last 7 days. The report keeps 16 months of data. To compare, open the date filter, click Compare, and choose last week against the previous period. You can have only one comparison at a time. Read the totals at the top of the chart: total clicks, total impressions, average CTR and average position. Switch between the Queries and Pages tabs to see the top rows. To keep the data, use the export button and choose Google Sheets, Excel or CSV. The export is limited to 1,000 rows. Average position is the topmost position your site held, averaged across the queries it appeared for. It is not a ranking for one keyword, and it moves with screen sizes, layouts and search types. Do not read it as rank tracking. Pull organic traffic from GA4 In Google Analytics, choose Reports in the left menu. Go to Acquisition, then Traffic acquisition. The table starts with Session default channel group. Find the Organic Search row and read its Sessions, Engaged sessions and Engagement rate. Change the date range, or apply a comparison, from the date control at the top of the report. Send it by email for free with Looker Studio Looker Studio can email a report on a schedule. It has connectors for both Search Console and Google Analytics 4. Build a report with the numbers above, then: Open the report and click Share, then Schedule delivery. Add recipients, choose the pages to include, and set the start date and time. Use Repeat to set the frequency, for example every week. Click Schedule. Recipients get a preview of the first page, a link to the report, and a PDF. On the free version you get one schedule per report, a highest frequency of once a day, and up to 50 recipients per schedule. The schedule follows your operating system's time zone, and it cannot be changed inside Looker Studio. The catch: it is a PDF in an inbox, and it does not compare weeks unless you build that comparison into the report yourself. Do it with Kipwise Agent If your team lives in Slack, Kipwise Agent can post the numbers where people already read. It is an AI agent in Slack that reads Search Console and GA4 with your own Google access. Connect Google first ( Connect your tools to Kipwise Agent ), then say: "@Kipwise Agent every Monday at 9:00, post last week's top 10 Search Console queries for example.com with clicks and average position, compared with the week before. State the date range next to every figure." You can add: "Also include organic search sessions from GA4 for the same weeks." What happens: On Monday at 9:00 in your Slack time zone it posts "Scheduled for @you" and answers in that thread. It fetches each week from Search Console separately, so each figure carries its own dates. Both Search Console and Analytics access are read-only. It cannot change your site or your settings. It only reports what it fetched. If a query does not come back, it does not fill the gap with a guess. Honest limits: It reports average position from Search Console, the same number you see in the Performance report. It is not rank tracking for a keyword from a given location. A request returns a limited number of rows (up to 100), so ask for the top 10 or 20, not everything. The report is as complete as Search Console's data is. It does not add a data source Search Console does not have. A repeating request can run at most every 10 minutes, and you can have 20 active per person. See Scheduled requests and reminders . You can ask "list my scheduled jobs" to see the report and cancel it by number. Questions Is average position the same as my keyword ranking? No. It averages the topmost position of your site across the queries it appeared for, across devices and layouts. A rank tracker checks one keyword from one place. How far back can I look in Search Console? 16 months in the Performance report. Export or schedule reports if you need longer history. Why does the Search Console export have fewer rows than I expected? The export is capped at 1,000 rows.

Last updated: an hour ago

Stripe Slack integration: get payment alerts in Slack, with and without code

Stripe Slack integration: get payment alerts in Slack, with and without code You can get Stripe alerts in Slack in three ways: Stripe's own Stripe Workflows for Slack app, a custom webhook you host yourself, or an AI agent in Slack that watches your account. Stripe's built-in email notifications go to your inbox, not to Slack. Option 1: Stripe Workflows for Slack (no code) Stripe has an app for this. It sends a message to a Slack channel when a Stripe Workflow runs. In the Stripe App Marketplace, open the Stripe Workflows for Slack app, choose the account, and click Install. Open the app, click Go to Settings, then Add to Slack. Pick your Slack workspace and click Allow. The app asks to read basic channel information and send messages. In each Slack channel you want to use, type /invite @Stripe. In Stripe, open Workflows and click Create workflow. Add a trigger (for example Payment intent succeeded). Click Add a step, then Add action, then choose Send Slack Notification. Fill in the Slack channel and Message template. Set Include dashboard link to true if you want a link to the Stripe page. Click Publish and test it in a sandbox. You can add conditions, such as only notifying for payments of 1,000 USD or more, and route different events to different channels. Message templates support Slack text styling and variables from the Stripe event. Option 2: a webhook to a Slack incoming webhook (needs code) In Stripe, open the Webhooks tab in Workbench, click Create an event destination, choose the events you want (for example payment_intent.payment_failed) and give it an HTTPS endpoint URL. In Slack, create an app and turn on incoming webhooks, then click Add New Webhook to Workspace and choose a channel. Slack gives you a URL that accepts a JSON POST such as {"text": "Your message here"}. Write a small service at your endpoint that verifies the Stripe-Signature header, turns the Stripe event into a Slack message, and posts it to the Slack URL. You need the middle service because Stripe sends its own event JSON, which Slack's webhook does not understand. Treat the Slack webhook URL like a secret. Option 3: email notifications Stripe can email you about payment status, such as successful payments, from your user settings in the Dashboard. These are emails, not Slack messages. Automation tools such as Zapier also offer Stripe-to-Slack templates. Do it with Kipwise Agent If you would rather say what you want in one sentence, Kipwise Agent , an AI agent in Slack, can watch your Stripe account. Connect Stripe (see Connect your tools to Kipwise Agent ), then tell it in a channel: "Whenever a payment fails, tell this channel." "When a customer disputes a charge, post it here." "When a subscription is cancelled, tell this channel." The events you can name are: a payment comes in, a payment fails, a refund is issued, a customer disputes a charge, an invoice is paid, an invoice payment fails, a new subscription starts, a subscription is cancelled, a new customer is added, a checkout is completed, and a payout is sent to the bank. What happens each time: it does not repeat the raw notification. It reads the record in Stripe first, then posts what it found in the channel with a link to the Stripe Dashboard page. Creating an automation needs your approval once, on an Approve or Deny card. Later runs do not ask again. Ask "list my automations" to see them, and you can pause or cancel one by number. You can also ask follow-up questions in the thread: "did Acme's payment go through?" or "show me their open invoices." Limits: It acts only on the Stripe account you connected, with your own access. Refunds, invoices, coupons and subscription changes happen only when you explicitly ask, and each one shows an approval card first. It does not cancel, void or delete Stripe objects in Slack. It gives you the Dashboard link, and you confirm there. The automations cover the events listed above. Another Stripe event type is not offered. See What Kipwise Agent needs your approval for for the full list. Questions Does Stripe send alerts to Slack on its own? Only through the Stripe Workflows for Slack app, which you install and configure. Out of the box, Stripe's notifications are emails. Can I get a message when a payment fails? Yes. In Stripe Workflows use a failed-payment trigger with a Slack notification action, or use a webhook for payment_intent.payment_failed, or tell Kipwise Agent "whenever a payment fails". Is it safe to let an agent touch refunds? It refunds only when you explicitly ask, and you approve a card first. Cancelling and voiding stay in the Stripe Dashboard.

Last updated: an hour ago

Kipwise Agent workflows

Resources

Aged receivables report: what it shows, how to read it, and how to run it in Xero and QuickBooks

Project status report format: a weekly template you can copy, and how to fill it

Slack Workflow Builder: what it is and 8 example workflows

Virtual assistant for small business: what to hand off, and what an AI agent in Slack can take

Automated SEO reports: a weekly Search Console and GA4 report, and how to send it to Slack

Schedule a message in Slack: send later, see scheduled messages, and repeat a post

Stripe Slack integration: get payment alerts in Slack, with and without code

Work in HubSpot from Slack with Kipwise Agent: deal lookups, updates and automations

Overdue invoice email: 4 templates you can copy, and when to send each

Slack reminders: every /remind format, plus reminders that do the work

Turn Slack conversations into documentation: a capture routine, by hand or with Kipwise Agent