How to Automate Invoice Actions via Automation Hub

Objective

Use the Invoice Creation Trigger in Automation Hub to automatically perform actions such as sending emails, creating tasks, or setting reminders whenever a new invoice is created. 

Steps

1. Access the Automation Hub

• Open System Settings.

• Navigate to System Preferences.

• Select Automation Hub.

2. Create a New Automation Rule

• Click Add a Trigger to create a new rule.

• When defining the rule, select the Trigger Type: Create Invoice

This trigger activates the automation whenever a new invoice is created in the system.

3. Define Conditions (Optional)

You can apply the rule either to all invoices or only to invoices that meet specific criteria.

Adding Conditions

1. Click the + icon under the green When section.

2. Choose one of the following:

• Add Then – Apply the action to all invoices without conditions.

• Add If – Apply the rule only if certain conditions are met.

Setting Condition Rules

If you choose Add If:

• Select a field (such as Invoice Type, Status, Due Date, or any custom field).

• Enter the required condition value.

• Choose whether All or At Least one condition must be satisfied.

• Add multiple conditions if needed.

4. Configure the Actions

Within the selected condition block, click Add Then to define the action that will occur when the rule is triggered.

You can choose from several actions, including:

• Add Task

• Send Email

• Add Reminder

Task Action

To configure the rule to automatically create a task when an invoice is generated.

Specify the following:

• Task Title

• Task Type

• Due in : Set the number of days

• Assignee (invoice creator or another user)

• Task Contributors (optional)

• Task Description (optional)

Reminder Action

Reminders can be created to notify users about important invoice-related deadlines.

Reminder Setup

1. Select the Reminder Reference Date, such as:

   • Invoice Due Date

   • Payment Date

   • Approval Date

   • or Specify the Due in number of days

2. Choose the Reminder Type:

   • Notify before a specific number of days or weeks.

3. Define:

   • Reminder Recipients

   • Reminder Summary

Email Action

To automatically send an email when an invoice is created, you can:

• Select an existing email template from the Email Engine, or

• Create a custom email message directly within the rule.

You must define:

• Recipients (To and CC)

• Email Subject

• Email Content

Email content can be customized by:

• Formatting text (size, spacing, alignment)

• Adding bullet points

• Attaching files

• Inserting placeholders

Placeholders automatically insert real data from the related invoice into the email before it is sent.

5. Save the Automation Rule

Click Save to activate the rule.

Once enabled, any invoice created that meets the defined trigger conditions will automatically execute the configured actions—whether sending an email, creating a task, or generating a reminder.

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