JobBoard Accounting Status Automations allow businesses to automate workflows based on real-time accounting events occurring within connected accounting platforms such as Xero or QuickBooks Online.
When an invoice is created from Hoops, the accounting integration automatically returns information including the invoice number, due date, invoice value, and payment status. This information is displayed within the Accounting Status column on the JobBoard and can be used as an automation trigger.
This allows operational workflows to respond automatically when accounting milestones are reached, helping keep Production, Sales, and Accounts teams aligned.
Trigger Automations from Accounting Events
Accounting Status Automations monitor the Accounting Status column and activate when a specified accounting event occurs.
Common examples include:
Invoice Created
Partially Paid
Paid in Full
Overdue
Outstanding Payment
Because these statuses are updated directly from the accounting platform, they provide a reliable trigger based on actual financial activity rather than manual updates.
Connect Accounting Activity to Operational Workflows
A common approach is to use the Accounting Status Automation to update a standard JobBoard Status column.
For example:
When Accounting Status = Paid in Full
Update Account Status = Paid in Full
This creates a bridge between accounting data and operational workflows, allowing additional JobBoard automations to respond to the status change.
Trigger Notifications and Workflow Actions
Once a standard JobBoard status has been updated, additional Status Change Automations can be used to perform further actions.
These actions may include:
Emailing the customer to confirm payment has been received
Notifying the Job Owner
Alerting Production that work can commence
Informing Accounts that payment has been processed
Updating additional workflow statuses
This two-step approach provides greater flexibility because a single accounting event can trigger multiple downstream automations.
Build Automated Payment Workflows
Accounting Status Automations can also be used to automate operational progression throughout the Job lifecycle.
For example:
Accounting Status = Paid in Full
Account Status = Paid in Full
Production Status = In Production
This allows Jobs to move automatically through workflow stages once payment requirements have been satisfied.
Recommended Automation Structure
For maximum flexibility, it is generally recommended to:
Use the Accounting Status automation to update a JobBoard Status column.
Use JobBoard Status Change automations to handle notifications, workflow progression, and additional actions.
This creates cleaner automation structures that are easier to maintain and expand over time.
Benefits of Accounting Status Automations
Using Accounting Status Automations helps businesses:
Connect accounting activity with operational workflows
Reduce manual status updates
Improve visibility between Accounts and Production teams
Automate payment-related notifications
Accelerate workflow progression
Create more reliable business processes
By leveraging real-time accounting information from your integrated accounting platform, Hoops can automatically trigger actions that keep your business moving without requiring manual intervention.