How to build automations (when this happens → do that)

Web Updated Aug 2026

An automation watches your business and acts for you: when something happens (or a number crosses a line), if your conditions match, then it runs an action — no code, no spreadsheets. Set one up once and RushFlow keeps an eye on it so you don’t have to.

Step by step

Open the builderWeb: Settings → Automations, then + New automation. Give it a clear name so you recognise it later.
Pick a triggerChoose When this happens — a live event (a sale, a purchase, a payment) or a daily threshold check (a product hitting its reorder point, an invoice going overdue, cash & bank running low, or a receivables-aging snapshot). The builder shows the exact fields that trigger provides.
Add conditions (optional)Under Only if, add one or more rules against the trigger’s fields — e.g. grand_total ≥ 5000, or over_90 ≥ 10000. Match ALL (AND) or ANY (OR). Leave it empty to always run.
Test the conditionsUse Test conditions to enter sample values and see whether the rule would run — before you save. No data is changed.
Choose an actionPick Then do this: raise a business alert, create a reminder, tag the customer, or send a webhook. Fill in the action’s fields; you can insert trigger values with {field} (e.g. Invoice {ref} is {days_overdue} days overdue).
Save & switch it onSave the flow. It shows in the list with an On/Off toggle, an Edit, a Log of every time it ran, and Delete. Turn it off any time.

Triggers you can use

Live events fire the instant they happen: Sale created, Sale updated, Purchase created, Customer payment received. Daily threshold checks run on a schedule and carry the current numbers: Product hit reorder point (on-hand below its reorder level), Invoice went overdue (a past-due open receivable), Cash & bank ran low (total cash + bank balance), and AR aging snapshot (receivables split into not-due / 1–30 / 31–60 / 61–90 / 90+ day bands).

Threshold triggers always fire with the current figure — you set the line in the condition (e.g. liquid_balance ≤ 5000, or over_90 ≥ 10000), so the same trigger works for every business.

Actions it can run

Raise a business alert (into the alert inbox + mobile notifications, at info/warning/critical), Create a reminder (a follow-up task for you or a teammate), Tag the customer on the triggering record, or Send a webhook — emits a signed automation.triggered event to your subscribed endpoints so external systems can react. See Webhooks.

Where to find it

Web: Settings → Automations (owner/manager access). Each flow keeps a run log so you can see exactly what fired and when.

Automations are best-effort and isolated: a flow can never slow down or break the sale, purchase or payment that triggered it.

Frequently asked questions

Can I get an alert when a product runs low?

Yes. Create an automation with the “Product hit reorder point” trigger and a “Raise a business alert” action. It checks daily and alerts on every product below its reorder level.

Can I be warned when cash gets low?

Yes. Use the “Cash & bank ran low” trigger with a condition like liquid_balance ≤ 5000, and any action you like. It reads the same total as the dashboard’s Cash & bank figure.

Can I alert my accountant when old receivables pile up?

Yes. Use the “AR aging snapshot” trigger with a condition such as over_90 ≥ 10000 to fire only when the 90+ day band crosses your limit.

Will an automation ever break a sale?

No. Every flow runs in isolation and best-effort — if a flow errors it’s logged and skipped, and the sale, purchase or payment that triggered it is never affected.

Can automations notify an external system?

Yes. The “Send a webhook” action emits a signed automation.triggered event to your webhook endpoints, so tools like Slack, Zapier or your own service can react to in-app conditions.

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