Automate Expiry Reminder Email Flow
Budget: €8 – €30 EUR
OVERVIEW
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We are looking for a Power Automate specialist to finalize and validate an automated daily email flow for client payment follow-up. The flow is already 80% built and functional. We need someone to debug the remaining issues, test end-to-end, and hand it over ready for production.
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BACKGROUND
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The flow automatically sends daily reminder emails to clients with overdue invoices. It distinguishes between two levels of urgency based on the number of days overdue, using an Excel file hosted on SharePoint as the data source.
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FLOW ARCHITECTURE (already built)
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1. Scheduled Trigger — runs automatically every day at a defined time.
2. List rows present in a table — reads the "Recouvrement" table from the Excel file (SharePoint), which contains all clients with their outstanding amounts, late payment interest, and follow-up status.
3. Filter array — in-memory filter to retain only clients flagged for follow-up ("Activ relance = Oui"), avoiding unnecessary processing of all 33 clients when only a few require action.
4. Initialize variable / Initialize variable 1 — initializes two empty string variables (CorpsMail and ObjetMail) that will hold the personalized email content for each client.
5. Apply to each — loop that processes each filtered client one by one. Inside the loop:
• Condition — checks whether the client requires a formal "Mise en demeure" (overdue > 120 days) or a standard "Rappel" reminder (overdue 30–90 days).
• True branch (Mise en demeure / Formal Notice):
- Get a row 2 — retrieves full client data (amount, interest, total due, invoice number) from the Recouvrement tab
- Get a row — retrieves the "Mise en demeure" email template from the Modèle tab
- Set variable — builds the email body by replacing placeholders {{NOM_CLIENT}}, {{MONTANT_TTC}}, {{MONTANT_INTERET}}, {{MONTANT_TOTAL_DU}}, {{NUMERO_FACTURE}} with the client's actual data
• False branch (Rappel / Standard Reminder):
- Get a row 3 — retrieves client data from the Recouvrement tab
- Get a row 1 — retrieves the "Rappel" email template from the Modèle tab
- Set variable 1 — builds the email body with placeholders {{NOM_CLIENT}}, {{MONTANT_TTC}}, {{NUMERO_FACTURE}}
6. Send an email (V2) — sends the email via Outlook to the address stored in the client's "Email recouvrement" field, with the personalized subject and body.
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TECH STACK
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• Power Automate (Microsoft 365)
• Excel Online (SharePoint) as the data source
• Outlook as the sending channel
• Standard connectors only — no premium licence required
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SCOPE OF WORK FOR THE FREELANCER
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The following tasks remain to be completed:
1. Fix and validate the loop JSON — the flow currently fails to save correctly in the visual editor ("cannot read in real edit editor" error). The JSON needs to be reviewed, corrected, and confirmed error-free.
2. End-to-end test — trigger the flow manually on a real client, verify that the correct email template is selected (Rappel vs. Mise en demeure), and confirm that all placeholders are properly replaced with live data.
3. Remove the test constraint — the loop is currently limited to 1 iteration (Degree of parallelism = 1). This must be removed before go-live.
4. Activate the daily schedule — configure and enable the scheduled trigger for automatic daily execution.
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DELIVERABLES
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• Fully functional and saved Power Automate flow
• Successful test run with confirmed email delivery
• Flow active and running on daily schedule
• Brief handover notes (what was fixed and how)
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CONTEXT & ACCESS
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• The Excel file is hosted on SharePoint (Microsoft 365 tenant)
• All connector credentials are already configured
• The existing flow JSON will be shared upon engagement
• Estimated effort: 2–4 hours for an experienced Power Automate developer
───────────────────────────────────────
We are looking for a Power Automate specialist to finalize and validate an automated daily email flow for client payment follow-up. The flow is already 80% built and functional. We need someone to debug the remaining issues, test end-to-end, and hand it over ready for production.
───────────────────────────────────────
BACKGROUND
───────────────────────────────────────
The flow automatically sends daily reminder emails to clients with overdue invoices. It distinguishes between two levels of urgency based on the number of days overdue, using an Excel file hosted on SharePoint as the data source.
───────────────────────────────────────
FLOW ARCHITECTURE (already built)
───────────────────────────────────────
1. Scheduled Trigger — runs automatically every day at a defined time.
2. List rows present in a table — reads the "Recouvrement" table from the Excel file (SharePoint), which contains all clients with their outstanding amounts, late payment interest, and follow-up status.
3. Filter array — in-memory filter to retain only clients flagged for follow-up ("Activ relance = Oui"), avoiding unnecessary processing of all 33 clients when only a few require action.
4. Initialize variable / Initialize variable 1 — initializes two empty string variables (CorpsMail and ObjetMail) that will hold the personalized email content for each client.
5. Apply to each — loop that processes each filtered client one by one. Inside the loop:
• Condition — checks whether the client requires a formal "Mise en demeure" (overdue > 120 days) or a standard "Rappel" reminder (overdue 30–90 days).
• True branch (Mise en demeure / Formal Notice):
- Get a row 2 — retrieves full client data (amount, interest, total due, invoice number) from the Recouvrement tab
- Get a row — retrieves the "Mise en demeure" email template from the Modèle tab
- Set variable — builds the email body by replacing placeholders {{NOM_CLIENT}}, {{MONTANT_TTC}}, {{MONTANT_INTERET}}, {{MONTANT_TOTAL_DU}}, {{NUMERO_FACTURE}} with the client's actual data
• False branch (Rappel / Standard Reminder):
- Get a row 3 — retrieves client data from the Recouvrement tab
- Get a row 1 — retrieves the "Rappel" email template from the Modèle tab
- Set variable 1 — builds the email body with placeholders {{NOM_CLIENT}}, {{MONTANT_TTC}}, {{NUMERO_FACTURE}}
6. Send an email (V2) — sends the email via Outlook to the address stored in the client's "Email recouvrement" field, with the personalized subject and body.
───────────────────────────────────────
TECH STACK
───────────────────────────────────────
• Power Automate (Microsoft 365)
• Excel Online (SharePoint) as the data source
• Outlook as the sending channel
• Standard connectors only — no premium licence required
───────────────────────────────────────
SCOPE OF WORK FOR THE FREELANCER
───────────────────────────────────────
The following tasks remain to be completed:
1. Fix and validate the loop JSON — the flow currently fails to save correctly in the visual editor ("cannot read in real edit editor" error). The JSON needs to be reviewed, corrected, and confirmed error-free.
2. End-to-end test — trigger the flow manually on a real client, verify that the correct email template is selected (Rappel vs. Mise en demeure), and confirm that all placeholders are properly replaced with live data.
3. Remove the test constraint — the loop is currently limited to 1 iteration (Degree of parallelism = 1). This must be removed before go-live.
4. Activate the daily schedule — configure and enable the scheduled trigger for automatic daily execution.
───────────────────────────────────────
DELIVERABLES
───────────────────────────────────────
• Fully functional and saved Power Automate flow
• Successful test run with confirmed email delivery
• Flow active and running on daily schedule
• Brief handover notes (what was fixed and how)
───────────────────────────────────────
CONTEXT & ACCESS
───────────────────────────────────────
• The Excel file is hosted on SharePoint (Microsoft 365 tenant)
• All connector credentials are already configured
• The existing flow JSON will be shared upon engagement
• Estimated effort: 2–4 hours for an experienced Power Automate developer