Table of Contents
Overview
Custom automation builder is a tool for automating your workflows in Jobber. Build your own automations using triggers, conditions, and actions to automate routine tasks and actions within your day-to-day.
Custom automation builder is available on select plans. View our current pricing plans.
To check what plan you're on, navigate to the Gear Icon > Account and Billing. If you have any questions about your plan's features or pricing, our support team is here to help!
Build a custom automation
To build a custom automation, navigate to the Gear Icon > Settings > Automations. From the Automations page, select the New Automation button.
First, you'll be prompted to add a title for your custom automation. Enter a title that describes what this automation does.
Next is setting up the automation itself. There are three steps to custom automations:
- Trigger: When the automation happens ("when this happens")
- Condition(s): What conditions need to be true for the automation to happen ("and only if")
- Action: What the automation will do when the other steps are met ("then do this")
Trigger
The triggers for custom automations correspond to when the automation will run.
To set a trigger for your automation, start by selecting When this happens.
The triggers that are available for custom automations are:
-
Date passed, which includes:
- X days after quotes are sent are approved
- X days after invoices are sent or due
-
Date arrives, which includes:
- The morning/the evening when quotes are sent or approved
- The morning/the evening when Invoices are sent or due
Note: Automations for "in the morning" will happen at 8AM local time. Automations for "in the evening" will happen at 7PM local time.
Condition(s)
Conditions allow you to customize when the automation will run by specifying the criteria it looks for.
To add a condition, select the plus icon.
Conditions for custom automation builder include:
-
Status (including options for status is and is not)
-
Quote status options:
- Awaiting response
- Changes requested
- Approved
- Converted
- Archived
-
Invoice status options:
- Awaiting payment
- Paid
-
Quote status options:
- Client tag (this condition can include, or do not include):
- Select a tag from your client tags
-
Line items (this condition can include, or do not include):
- Select a line item from your products and services list
To add additional conditions, select the plus icon.
Note: There is a maximum of six conditions that can be set per automation.
Action
The actions are the thing that happens when the triggers and conditions are met.
Select Then do this to add your action.
Actions for custom automation builder include:
- Notify: Sends a client communication via email or text message (communications will be sent in the same method as the original quote or invoice)
- Add tag: Adds a tag to a client
-
Update status: Change the status of a quote to "archived"
- Note: Update status is only available on quotes.
Once selections are made for triggers and actions, you can now save the automation by selecting the Save button. The save button will be grayed out when the selections for triggers and actions have not been made.
Once you select Save, the automation will be set live. The automation will now appear in Settings > Automation.
Deactivate an automation
To deactivate an automation, select the automation from the list. Then select the ... More button and choose Deactivate.
Sample automations
We've prepared some sample automations that you can set up in your account or use for inspiration to get started with the custom automation builder.
Each of these sample automations specifies the trigger, condition, and action to set up in your custom automation.
Archive quotes after 30 days of no response
- Trigger: 30 days after quotes are sent
- Condition: Status is awaiting response
- Action: Change quote status to archived
Tag delinquent clients after 30 days of non payment
- Trigger: 30 days after invoices are due
- Condition: Status is awaiting response
- Action: Tag client with "non-payment"
Add additional quote and invoice follow-ups
- Trigger: x days after quotes or invoices are sent
- Condition: Status is awaiting response or awaiting payment
- Action: Notify client about their outstanding quote or invoice
Tag clients with VIP status based on services rendered
- Trigger: X days after quotes are sent
- Condition: Line item on quote contains x high-priority service
- Action: Tag client as VIP
Tailor follow-up messages to VIP clients (for example, fewer reminders or personalized messages)
- Trigger: X days after invoices are due
- Condition: Status is awaiting payment AND client tag is VIP
- Action: Notify clients with email or text tailored to VIP clients
Send tailored follow-up messages to new clients (or to specific clients like commercial clients, recurring clients, etc)
- Trigger: X days after quotes are sent
- Condition: Client tag is "new"
- Action: Notify client with email or text messages tailored to a new client
Remind the client about maintenance following a specific service
- Trigger: X days after invoices are due
- Condition: Status is "paid" AND line items contains X service
- Action: Notify client with email or text tailored to specific service (for example, a reminder to keep pets off of freshly fertilized lawn until 14 days after the service).
Frequently asked questions
FAQ table of contents
- What time will automations trigger?
- What time is "in the morning" and "in the evening" for the date arrives trigger?
- How many conditions can be added to a single automation?
- Can I specify a notification to be sent by email or text message?
- Can automations be set up retroactively to take actions on past quotes or invoices?
What time will automations trigger?
Automations will trigger when the trigger and conditions are met.
What time is "in the morning" and "in the evening" for the date arrives trigger?
Automations for "in the morning" will happen at 8AM local time. Automations for "in the evening" will happen at 7PM local time.
How many conditions can be added to a single automation?
An automation can have a maximum of six conditions.
Can I specify a notification to be sent by email or text message?
Communications will be sent in the same way as the original quote or invoice. For example, if a quote was originally sent via email, any follow-ups created using custom automation builder will be sent via email as well. However, if you had originally sent the quote as a text message, the follow-ups would also be text messages.
Can automations be set up to retroactively take actions on past quotes or invoices?
No, automations will trigger when the trigger conditions are met. They will not apply to any past items retroactively.
For example, if you set up an automation to archive quotes after 14 days in awaiting payment status, quotes older than 14 days will not be archived. You can read the rule as "when a quote is exactly 14 days in this status, archive it".