🔧 Understanding Trigger Conditions in Automations
The Trigger Condition determines when and why an automation runs.
If you select an invalid Run Time for a chosen trigger, you’ll see an error message when saving the automation.
⚙️ Trigger Categories
🕒 1. Scheduled or Time-Based
Run at a Certain Time — Executes on a specific date and time you set.
📅 2. When an Item Is Added
These triggers run when something new is scheduled.
You can set them to run instantly, 2 minutes after, or up to 30 days later.
(“Before” options don’t apply here.)
Visit Is Added
Meeting Is Added
Equipment Maintenance Is Added
⏰ 3. Before Something Happens
Used for reminders (e.g., to alert someone ahead of an event).
You can choose to run 1, 2, or 3 days before the scheduled event.
(“Instantly” and “After” run times don’t apply here.)
Before a Visit Happens
Before a To-do Happens
Before a Meeting Happens
Before Equipment Maintenance Happens
✅ 4. When Something Is Completed
These triggers send notices after completion and can run instantly, 2 minutes after, or up to 30 days later.
(“Before” options don’t apply here.)
Visit Is Complete
To-do Is Complete
Meeting Is Complete
Maintenance Is Complete
📄 5. Estimate-Related Triggers
Triggered by estimate activity. All support instant, 2-minute delay, or up to 30-day delay run times (“Before” options don’t apply). For example, you can configure automations to send customer notifications, update profile tags, or manage workflows based on estimate activity.
Estimate Is Sent
Estimate Is Accepted
Estimate Is Declined
Estimate Changes Requested
Estimate Accepted or Declined
Estimate Not Accepted or Declined — useful for follow-up or reminder automations.
If an automation does not trigger, check the Trigger and AND conditions. Adjusting the trigger setup and re-testing the conditions can resolve potential issues.
💡 When a client accepts an estimate, the system can automatically assign a specific tag to their profile. This is useful for categorization, quick segmentation, or automated follow-ups.
👤 6. Customer and Property Events
Triggered by customer or property actions.
Supports instant, 2-minute, or up to 30-day delay run times.
(“Before” options don’t apply.)
New Customer Is Added
Property Is Marked as Not Serviced
💰 7. Invoice and Payment Events
Invoice-based triggers:
Invoice Becomes Past Due — runs when an invoice passes its due date.
Before Invoice Becomes Past Due — sends reminders before the due date.
Invoice Is Sent — runs when an invoice is sent.
Payment-based triggers:
Payment Is Made on Account — covers portal, saved card, or manual entries.
Payment Receipt Is Sent — triggers once a receipt is sent.
All support instant, 2-minute, or up to 30-day delay run times (unless noted).
Run times “before” or “after” that don’t fit the event will not apply.
🧭 8. Job Timer Events
Job Timer Started — when an employee clocks in to a job.
Job Timer Stopped — when they clock out.
Supports instant, 2-minute, or up to 30-day delays.
(“Before” run times don’t apply.)
💳 9. Customer Payment Method Changes
Triggered by actions in the customer portal.
Supports instant, 2-minute, or up to 30-day delay run times.
(“Before” options don’t apply.)
Customer Added a Credit Card
Customer Added Bank Account
Customer Added Bank Account (Not Verified)
Customer Removed Bank Account
Customer Removed Credit Card
✅ Summary: Each trigger defines what event activates an automation. Most triggers let you choose when to run — instantly, shortly after, or up to 30 days later — but “before” options only apply to reminder-style triggers. When implementing automations, verify that trigger criteria and run times align with expected workflows to ensure seamless execution. Consider practical applications like automated tagging or customer notifications to maximize efficiency.