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How do I create custom automations?
How do I create custom automations?
Felix Rusby avatar
Written by Felix Rusby
Updated over a week ago

For those with a Payaca business subscription, you have access to custom automations.

Unlike automation templates, these types of automations are highly customisable and can be built to perform very specific functions. Custom automations offer a level of flexibility you cannot get from automation templates.

You can find out more about automations in "What are automations?".

How to create custom automations

Use the sidebar to navigate to the automations page.

Click on "Custom".

You will be presented with an index page displaying all your custom automations.

Click "Create custom automation".

You can now build your automation.

Building a custom automation

When building an automation you need to decide what you want your desired outcome to be and what triggers you want to put in place to cause that automation to take effect.

For example, if you want an email to be sent once a job is booked, then the desired outcome is for an email to be sent. The trigger could be a project or event getting created.

How automations are set up

Automations are built from triggers, conditions and actions.


First, you need to choose your "Automation type". Your available options are:

  • Estimate

  • Quote

  • Invoice

  • Event

  • Project

  • Proposal

This is the element that must be influenced/have its state changed to trigger the automation. This change of state is usually manually caused or produced from a time delay.

You now need to decide "What will be the trigger for your action(s)". Here you decide what the influence/change of state will be that activates the automation. This might be based on time or a deliberate action.

You can choose from:

  • Created

  • Sent

  • Accepted

  • Expires in 28 days

  • Expires in 21 days

  • Expires in 14 days

  • Expires in 7 days

  • Expires in 3 days

  • Expires in 1 day

  • Expires today

  • Expired yesterday

  • Expired 3 days ago

  • Expired 7 days ago


The conditions act as limitations that control the parameters an automation can run within.

You can add any number of restrictions to an automation.

Conditions are built from the following parameters:

  • Customer name

  • Customer e-mail

  • Customer phone number

  • Custom number

  • Project pipeline

  • Project has a Tag

  • Project does not have a Tag

  • Status

The the rule:

  • "includes the following text" - This means if there is any instance of the text from the next box appearing elsewhere in your account, this automation won't run.

  • "equals" - This requires the text in the next box to be an exact match for the automation to run.

  • "does not equal" - This means as long as the text in the next box isn't an exact match elsewhere in your account then the automation will run.

Finally, enter the specification text.

In this box include the text the condition will run against. This needs to be an exact match to what you're inputting elsewhere in your account. This means spelling, capitalisation and spacing need to be an exact match.


You need to decide what outcome you want to occur. There are three possible options:

  • E-mail Notification

  • SMS Notification

  • Project progression

For email or SMS messages, you then need to fill out the message information and include additional details such as the send address. This will be used for all automated messages.

Use the pre-inputted boxes to create messages that contain variable information. For example, a proposal reference will vary depending on the proposal you are referring to. Using the "Proposal ref" box will automatically pull out the correct reference into the message.

For Project progression you need to choose which stage your project is moved to. You presented with a list of project stages. If you create custom stages these will be added to the list automatically.

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