Automate with Flows

A Flow watches for something to happen, like an invoice being paid, checks your conditions, and then takes the actions you choose. Each Flow runs once per event.

#Turn Flows on

Flows are an early feature in Labs. The owner goes to Settings → Labs and clicks Turn on next to Flows. Owners and admins can then build them.

#Build a Flow

1. Go to AI → Flows.
2. In New flow, type a Name, like "Thank big-ticket customers".
3. Under When, pick the trigger.
4. Under Only if, click Condition to add checks. All of them must be true.
5. Under Then, set up an action. Click Action to add more.
6. Click Save flow.

New Flows are on as soon as you save them.

#Triggers

A lead, customer or job is created; a job's status changes; a visit is scheduled or completed; an estimate is sent, approved or declined; an invoice is sent or paid; a payment fails or is refunded; or a message is received.

#Conditions

Pick a field, a test (is, is not, >, ≥, <, ≤, contains, is set, is empty) and a value. You can check the event amount and status, the customer's tags, membership, email and phone, and your custom fields on customers, jobs, leads and estimates.

#Actions

• Text the customer or Email the customer
• Tag the customer
• Email my team: everyone with the role you pick
• Send a webhook: posts the details to a web address (must start with https://)
• Ask an agent: only shows if you have AI agents

In messages, use placeholders like {{customer.first_name}}, {{event.amount}} and {{company.name}}.

#Watch, pause and resume

Each Flow's card shows its trigger, conditions and actions, how many times it has run, and the last few runs. A failed action is marked with ✗ and a reason, like "no customer on this event".

Click Pause to stop a Flow without deleting it, and Resume to turn it back on.