Communication
| Action | What it does | Key fields |
|---|---|---|
| Send email | Sends an email to the client or a custom recipient | Audience (client contact / custom), subject, body. Supports @variables. |
| AI-composed email | Claude writes a unique email using real-time context | Audience, subject, tone (friendly/professional/firm/direct), goal prompt. 5 credits. |
| In-app notification | Creates a notification in Ratio's notification bell | Audience (admins/all members/specific user), message body. |
Billing
| Action | What it does | Key fields |
|---|---|---|
| Apply late fee | Adds a late fee line item to an overdue invoice | Fee mode (fixed/percentage), amount, apply to (outstanding/total). |
| Escalate contact | Escalates to a supervisor or alternate billing contact | Recipient email, priority level, notes. Can also update client priority. |
Team & approvals
| Action | What it does | Key fields |
|---|---|---|
| Alert team | Sends an internal alert to admins and managers | Internal note with @variable support. |
| Assign to user | Assigns the record to a team member or round-robin | Entity type, assignment mode, target user or candidate pool. |
| Wait for approval | Pauses the automation until someone approves or rejects | Approver (internal user). Creates an approval alert. |
| Flag for review | Escalates to manual review — automation stops here | Review notes for the team. |
Data & records
| Action | What it does | Key fields |
|---|---|---|
| Create record | Creates a task or note on the record timeline | Record type (task/note), entity type, title, body, due date. |
| Add tag | Attaches a tag to the record (auto-creates if new) | Entity type, tag name. |
| Remove tag | Removes a tag from the record | Entity type, tag name. |
| Update record field | Sets a field value on a record | Entity type (client/project/invoice/lead), field name, value. Supports @variables. |
| Log activity | Creates a visible timeline entry | Entity type, activity message with @variable support. |
Integrations
| Action | What it does | Key fields |
|---|---|---|
| Wait / Delay | Pauses for a duration before the next action | Delay presets (30min–7 days) or custom hours. |
| Send webhook | Calls an external URL or API | Method (POST/GET/PUT/PATCH), URL, headers, body. Blocked for internal IPs. |
| Run another automation | Hands off to a different workflow template | Target workflow slug. Useful for modular escalation chains. |
AI-powered actions
AI actions use Claude to generate content or make decisions. Each action consumes included monthly credits first, then rollover credits if available. All AI prompts are validated before saving to ensure they stay on-task.
| Action | Credits | What it does | Key fields |
|---|---|---|---|
| AI-composed email | 5 | Writes a unique contextual email | Audience, subject, tone, goal/prompt describing the email's purpose. |
| AI classify and route | 5 | Labels a record for downstream branching | Labels (one per line), output key, classification goal. |
| AI summarize and notify | 3 | Generates a digest and delivers to team | Subject, audience, summary goal. |
| AI draft proposal content | 10 | Drafts proposal copy with line items | Goal describing the proposal direction. Requires proposal in context. |
| AI task list | 5 | Creates prioritized tasks from context | Task count, entity type, task creation goal. |
| AI enrich record | 3 | Writes insight notes to a record field | Entity type, target field, write mode (append/replace), enrichment goal. |
| AI scheduling suggestion | 3 | Recommends optimal send timing | Lookback days, scheduling goal. |
AI credit costs
Credit costs are shown on each AI action card in the builder. The total cost per run appears as a banner at the bottom of the timeline. Manage your credits in Settings → AI Credits.
Complete variable reference
These variables can be used in email subjects, email bodies, notification messages, and any text field that shows the @variable picker.
| Variable | Description | Available when |
|---|---|---|
| @clientContactName | Client primary contact full name | Any trigger with client context |
| @clientFirstName | Client contact first name only | Any trigger with client context |
| @clientBusinessName | Client company or business name | Any trigger with client context |
| @clientEmail | Client primary email address | Any trigger with client context |
| @businessName | Your workspace business name | Always |
| @invoiceNumber | Invoice number (e.g. INV-001) | Invoice triggers |
| @invoiceAmount | Invoice total as currency | Invoice triggers |
| @outstandingAmount | Remaining balance as currency | Invoice triggers |
| @dueDate | Invoice due date | Invoice triggers |
| @daysOverdue | Number of days past due | Invoice triggers |
| @projectName | Project name | Project/milestone triggers |
| @projectStatus | Current project status | Project triggers |
| @proposalTitle | Proposal title | Proposal triggers |
| @proposalAmount | Proposal total as currency | Proposal triggers |
| @leadName | Lead full name | Lead triggers |
| @leadEmail | Lead email address | Lead triggers |
| @leadSource | Lead source (referral, website, etc.) | Lead triggers |
| @leadStage | Current pipeline stage | Lead triggers |
| @leadEstimatedValue | Deal value estimate | Lead triggers |
| @appointmentTitle | Appointment title | Appointment triggers |
| @appointmentDate | Appointment date | Appointment triggers |
| @aiClassification | Label from AI classify action | After AI classify action runs |
| @aiSummary | Summary from AI summarize action | After AI summarize action runs |
| @aiRecommendation | Recommendation from AI action | After any AI action with recommendation |