Rules and Automation
Setting up automatic rules that react to invoice status changes. Rules can send email notifications or call external APIs. The system creates a default set of 7 rules for the most common scenarios.
Screenshots and a more detailed guide are coming soon.
Viewing rules
In the left menu, click Settings → Rules. A list of all active rules is displayed. Each rule defines a condition (invoice type and status) and an action (send email or call API).
Creating a new rule
Click the button to create a rule. Set: 1) Invoice type (incoming/outgoing/proforma), 2) Invoice status that triggers the rule (e.g., Approved, Paid), 3) Extraction state (Extracted / Extraction Failed), 4) Action — 'Send Email' (enter recipient, subject, and text) or 'Send to API' (enter URL and API key).
Default rules
The system automatically creates 7 default rules: 1) Incoming extracted → API, 2) Extraction failed → email to owner, 3) Incoming approved → API, 4) Outgoing approved → email to buyer, 5) Accounting → API, 6) Paid → email notification, 7) Outgoing draft → email notification. Rules can be modified or deleted.