Workflow Trigger
A payment update can trigger multiple automations, helping teams stay aligned and work move forward automatically.
Trigger: Accounting Status = Paid
When payment is received, the first automation updates the Overall Status to Accepted and Paid. This status then becomes the trigger for additional automations, such as notifying team members, updating customers, and progressing the workflow.
Each automation performs one action, so multi-step workflows are created by using multiple automations with the same trigger.
Learn more about Accounting Statuses.
Automation 1: Update Overall Status
Workflow Goal
When payment is received, automatically update the Overall Status so the job can progress to the next stage of the workflow.
Why This Matters
This creates a central workflow trigger that can be used to drive additional automations throughout JobBoard.
The team instantly knows:
Payment has been received
The order is financially approved
The job is ready to move forward
Automation: Update Overall Status
Automatically update the Overall Status to Accepted and Paid when the Accounting Status changes to Paid.
Automation 2: Notify Sales Representative or Job Owner
Workflow Goal
When an order is marked as Accepted and Paid, automatically notify the Sales Representative or Job Owner that payment has been received and the job can continue.
Why This Matters
This ensures the person responsible for the job is informed immediately and can take any required next steps without delays.
They instantly know:
Payment has been received
The order is approved
Work can continue
Automation: Notify Sales Representative or Job Owner
Send an internal notification to the Sales Representative or Job Owner when the Overall Status changes to Accepted and Paid.
Copy and Paste template text:
{{job.number}} {{company.name}} have now paid their invoice in full and ready for next steps.
Automation 3: Notify Customer
Workflow Goal
When payment is received, automatically send the customer a confirmation email and explain what happens next.
Why This Matters
This provides reassurance that payment has been received and keeps customers informed throughout the process.
Customers instantly know:
Their payment was successful
Their order is progressing
What to expect next
It also reduces payment confirmation enquiries and customer update requests.
Automation: Notify Customer
Send a payment confirmation email to the customer when the Overall Status changes to Accepted and Paid.
Copy and Paste template text:
Hi {{contact.firstName}},
Thank you for your payment.
We've successfully received your payment and your order is now progressing through the next stage of our workflow.
Our team is already working behind the scenes and we'll keep you updated as your order moves forward.
If you have any questions in the meantime, please don't hesitate to contact us.
Thank you again for your business.
Kind regards,
{{user.firstName}} | {{company.name}} | {{company.phone}}
Automation 4: Ready for Production
Workflow Goal
When an order is marked as Accepted and Paid, automatically update the Production Status so the production team knows the job is approved and ready to move forward.
Why This Matters
This removes delays between payment approval and production, helping jobs progress faster through the workflow.
The production team instantly knows:
Payment has been received
The order is approved
Production can begin
Automation: Trigger Production
Automatically update the Production Status to Ready for Production when the Overall Status changes to Accepted and Paid.
Note: Consider adding another automation using Production Status = Ready for Production as the trigger to notify the Production Manager or production team that the job is now ready to be scheduled and actioned.
Key Takeaway
Automations help connect your accounting platform directly to your JobBoard workflow, reducing manual updates and ensuring work progresses as soon as payment is received.
By using the Overall Status as the central workflow trigger, a single payment update can notify team members, update customers, and move jobs into production automatically.
The result is a faster, more efficient workflow with improved visibility, less administration, and better communication across the business.