Automations

In this article:

What Are Automations?

Replies to Automations

Set-up & Edit

Proposal Automations

Invoice Automations

Appointment Automations

Production Automations

What Are Automations?

Increase efficiency and free your team up to focus on what matters most. Automations allow you to set up automated email notifications to get you paid faster, close deals faster and improve your client's experience. *Note that automations do not apply to RUPs or CMBs.

Replies to Automations

The sender of the automation is based on the last email that was sent from the job. For example, if a sales rep sent the initial proposal, the proposal followup reminder would be sent from that sales rep, and replies to the automated email would be directed back to that user. 

Set-up & Edit

1. To access & edit your Automations navigate to:  Setup > Automated Messaging
2. Select Set It Up or Edit next to the Automation you wish to edit.
3. From here you can alter a few settings for the individual automation:
   

   Active checkbox	This box must be checked for the automation to trigger.
   Operation	This will determine what job operation(s) the automation will apply to. If an Operation is not selected, it will send for ALL Operations.
   Time After/Before Trigger	This will indicate the days before or after the trigger that the automatic message is sent.
   Email Template	This allows you to select which template you'd like to use for this automatic follow-up email. You can also edit/create your email templates learn more here.
   +Add another Event (Premier Only)	This will allow you to add multiple events, to send multiple reminders.

   *Note: All events will be sent off the original trigger, not off previous automated message
4. Click Save when finished
   *Note: Automations will send upon saving to all records (jobs/invoices) that fit the parameters set by the automation settings & client eligibility. The only exception is ‘Client Invoice Overdue’ which will not apply to invoices created before the automation has been activated.

Proposal Automations

*Note: Once the proposal automation settings have been created and the automation set to active, the notifications will collect all records that fit the parameters set by the automation settings, client eligibility, being in proposal state, having already received a proposal + no previous automation being sent.

Proposal Groups are presently not compatible with Automation.

Client Proposal Followup

• Conditions 
  • Job is in the proposal state.
  • An initial proposal email is sent to the client.
  • The proposal is not accepted by the client.
  • The proposal meets the configured automation wait time set by the user.
• Event 
  • Triggers a notification to the same recipient(s) as the original proposal email regarding a follow-up on a proposal.

Client Unpaid Deposit Notification - Premier Only

• Conditions 
  • The Proposal is Accepted
  • Deposits are enabled on this job
  • The Deposit balance greater than zero
  • An initial proposal email is sent to the client.
  • The proposal meets the configured automation wait time set by the user.
• Event
  • A notification is sent to the same recipient(s) as the original proposal email regarding an unpaid deposit required to start the job.
• Notes
  • This automation is set to run hourly to find all invoices that have been marked "sent" and have a "due date" occurring based on the job's configuration.

Invoice Automations

Client Invoice Due Notification

• Conditions 
  • The invoice is in the “Open Invoice” state and must have an invoice date.
  • Invoice not paid in full.
  • The invoice must have a term set of greater than 0 days. “Due on Completion” or “Due on Receipt” will not trigger the automation
  • The invoice has been emailed to the client with the sent box checked.
  • The invoice meets the configured automation wait-time set by the user.
• Event
  • Triggers a notification to the same recipient(s) as the original proposal email regarding an invoice that is due soon.
• Notes
  • This automation is set to run hourly to find all invoices that have been marked "sent" and have a "due date" occurring based on the job's configuration.

Client Invoice Overdue Notification - Premier Only

• Conditions 
  • The invoice is in the “Open Invoice” state and must have an invoice date.
  • Invoice not paid in full.
  • The invoice has been emailed to the client with the sent box checked.
  • The invoice meets the configured automation wait-time set by the user.
• Event
  • Triggers a notification to the same recipient(s) as the original proposal email regarding an invoice that is past overdue.
  • This automation is set to run hourly to find all invoices that meet the conditions.
• Note
  • For invoice automations, there is a guard in place to keep any notifications going out for invoices created before the automation has been activated.

Client Auto-Pay Credit Card Expiration Notification - Premier Only

• Conditions 
  • The client has a credit card that is enrolled in Autopay.
  • The credit card is set to “Default”.
  • The User Account has a payment Gateway + integration is set up
  • The Client must have Autopay Enabled on their client profile (Edit Client -> Advanced Tab -> Autopay Enabled)
  • The credit card meets the configured automation wait-time set by the user. 
• Event
  • Triggers a notification to the client’s email address regarding a credit card that is near its expiration date.
• Notes
  • This automation will check for the expiring cards at 3 pm based on the account's time zone setting.

Appointment Automations

Upcoming Onsite Estimate Notification - Premier Only

• Conditions 
  • The Job is in the “Lead” or “Proposal” stage
  • The Task is associated with a Job
  • The Task is scheduled with the “Onsite” option checked.
  • Tasks can be scheduled “All Day” or for a specific time.
  • The Task meets the configured automation wait time set by the user.
• Event
  • Triggers a notification to the client’s email address regarding an upcoming onsite visit.
• Notes
  • This automation runs two times a day. It will check at 8 am and 5 pm in the account’s time zone. For example, at 8 am, the worker will wake up and search for “qualified” tasks, and then batch send the notifications. At 5 pm, it will only send for new tasks that weren't a part of the 8 am batch.

Upcoming Visit Notification - Premier Only

• Conditions 
  • The Job is in the “Active” stage
  • The visit is scheduled for a specific time or as “All Day”.
  • The time before the Visit meets the configured automation wait time set by the user.
• Event
  • Triggers a notification to the client’s email address regarding an upcoming visit.
• Notes
  • This automation runs two times a day. It will check at 8 am and 5 pm in the account’s time zone. Same as “onsite” notification.

Upcoming Visit Rescheduling Notification - Premier Only

• Conditions 
  • The Visit or Task is scheduled for a time later than the current time
  • The visit is in the ‘active’ stage.
  • The task is ‘on_site’
  • The Visit or Task is has been rescheduled
• Event
  • This automation will trigger a notification to the client’s email address regarding a rescheduled visit.
• Notes

  • The user has a 60-minute window when a reschedule happens before a notification is sent to the client. They can move the visit as many times before 60 minutes. Once 60 minutes hit, it will send the notification regarding the latest change event.

    For recurring visits, only the latest active visit will get the rescheduled notification. This is to prevent multiple notifications from going out when ALL visits are updated subsequently.

Crew Arriving Soon Notification - Premier Only

• Conditions 
  • The Visit was completed from the MyDay page.
  • Optional action that must be selected by the user. If selected it will send a notification to the next visit.
• Event
  • Users have an option to trigger the notification on the My Day Complete Visit page or when they complete a visit in the timesheet. If the user selects the option to send, then a notification will be sent to the client’s email address for the next calendar visit.

• Notes
  • This automation is dependent on the user’s choice to send to select the option to send a notification to the next visit or not.
  • The first visit scheduled is excluded from receiving the crew arriving soon notification.

Production Automations

Client Work Complete Notification - Premier Only

• Conditions 
  • The visit is in the Completed or Approved stage.
  • The visit meets the configured automation wait time set by the user.
• Event
  • Triggers a notification to the client’s email address regarding a visit completion follow-up.
• Notes
  • The automation will run hourly between 7 am and 7 pm in the account’s time zone. Users can set 0-30 days. Selecting 0 will trigger the notification on the same day the job/visit was completed on the next hourly run.