Automations

Automations allow you to set up automatic workflows that execute actions when specific events occur. Each automation consists of a trigger (the event that starts the automation) and one or more actions (what happens when the trigger fires).

Creating an automation

To create a new automation, navigate to Settings ‣ Automations and click New.

Each automation requires:

  • Name: A descriptive name for the automation.

  • Trigger: The event that activates the automation.

  • Action(s): One or more actions to execute when triggered.

Triggers

A trigger defines when an automation runs. You must select a model (the type of record) and a trigger event.

Available models

Automations can be triggered on the following record types:

  • Button: Manual trigger via a button click

  • Product: Product records

  • Sale: Sale orders

  • Quote: Quotations

  • Repair: Repair orders

  • Memo: Memo orders

  • Creation: Creation orders

  • Contact: Customer/contact records

  • Giftcard: Gift card records

  • Supplier Order: Supplier order records

  • Transaction: Transaction records

  • Included product: Products included within other products

Trigger events

The following events can trigger an automation:

Record lifecycle events:

  • is created: When a new record is created

  • is updated: When an existing record is modified

  • is deleted: When a record is deleted

  • is clicked: When a button is clicked (Button model only)

Status events:

  • changes status: When a record’s status changes to a specific value

  • status did not change for x days: When a record stays in the same status for a defined number of days

Payment events:

  • is fully paid: When an order is fully paid

Product-related events:

  • is added to sale/quote/repair/memo/creation: When a product is added to an order

  • is removed from sale/quote/repair/memo/creation: When a product is removed from an order

  • is added to a product: When an included product is added to another product

Time-based events:

  • 1 day after creation: One day after the record was created

  • 1 week after creation: One week after creation

  • 1 month after creation: One month after creation

  • 1 year after creation: One year after creation

Contact-specific events:

  • birthday: On the contact’s birthday

  • marriage date: On the contact’s wedding anniversary

Integration events:

  • new Calendly contact: When a new contact is created via Calendly

Actions

Actions define what happens when a trigger fires. Multiple actions can be added to a single automation, and they execute in order.

Communication actions

  • Send email: Send an email to the contact using an email template. Supports attachments like PDFs and pictures.

  • Send SMS: Send an SMS message to the contact’s phone number.

  • Create notification: Create an in-app notification for the user.

Status actions

  • Change status: Change the status of the triggered record.

  • Change status of the products: Change the status of all products within an order.

Document generation actions

  • Create invoice PDF: Generate an invoice PDF for the order.

  • Create quote PDF: Generate a quote PDF.

  • Create order form PDF: Generate an order form PDF.

  • Create repair form PDF: Generate a repair form PDF.

  • Create receipt PDF: Generate a receipt PDF.

  • Create certificate PDF: Generate a certificate PDF.

Email action configuration

When configuring an email action, you can specify:

  • Sender: The email address to send from.

  • Template: An email template to use for the message content.

  • Receiver language: Optionally filter to only send to contacts with a specific language.

Email templates support variables that are replaced with actual values when sent. You can also attach documents using placeholders in the template:

  • ((pictures_before)): Attach before pictures

  • ((pictures_after)): Attach after pictures

  • ((order_forms)) or ((order_forms_pdf)): Attach order form PDFs

  • ((certificates)) or ((certificates_pdf)): Attach certificate PDFs

  • ((quotes_pdf)): Attach quote PDFs

  • ((receipts_pdf)): Attach receipt PDFs

  • ((invoices_pdf)): Attach invoice PDFs

  • ((qr_code)): Include a QR code

Example automations

Send confirmation email when sale is created:

  • Trigger: Sale → is created

  • Action: Send email with order confirmation template

Notify customer when repair is ready:

  • Trigger: Repair → changes status → Ready for pickup

  • Action: Send SMS with pickup notification

Generate invoice when order is fully paid:

  • Trigger: Sale → is fully paid

  • Action: Create invoice PDF

Birthday greeting:

  • Trigger: Contact → birthday

  • Action: Send email with birthday template

Follow-up reminder:

  • Trigger: Quote → 1 week after creation

  • Action: Send email with follow-up template

Tip

A standard automation is already configured: Auto-deliver when fully paid. This automation automatically changes the status to Delivered when a sale or repair is fully paid. This saves staff from manually updating the status after each payment.

  • Trigger: Sale/Repair → is fully paid

  • Action: Change status → Delivered