What are automations and how do they work?

Luke Johnson avatar
Written by Luke Johnson
Updated over a week ago

What are Automations

Automations are a powerful feature that will take repetitive tasks off your hands, saving you a bunch of time, and creating great customer experiences.

Automations will be triggered by events, such as a tag being added, or maybe a project reaching a certain stage in a pipeline. This will then automatically perform an action, such as moving a project into the next stage in the pipeline or sending out a communication to the relevant customer.

Where can I find them?

Automations are only accessible via the Payaca web app.

To navigate to where your automations are stored, use the toolbar on the left-hand side of the screen, and click the 'Automations' sections, pictured below.

How do I create them?


What automations come with the software?

You will automatically have a variety of invoice reminders, when invoices are due, and past due to save you time chasing payments.

There are also system automations that will advance your project in pipelines when proposals have been accepted, invoiced, and completed.

What kind are some of the common uses for automations?

Some of the most common use cases for automations surround getting customer communications sent out at the right time, and with little effort. This can include

  • Welcome messages. Faster responses to leads increase the chance of winning the work.

  • Event confirmations and reminders to help reduce no shows.

  • Quote chasers to again, increase the chance of winning the job.

  • Request reviews. Commonly used for requesting Google and Trustpilot reviews.

There is writing in [square brackets] in my emails & texts, what are these?

These are variable fields. They enable you to pull customer and job specific information into your comms without having to edit every single communication that goes out.

Can I send SMS with automations?

Yes, this and sending emails are 2 of the most commonly used actions.

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