Builder overview
The workflow builder uses a simple timeline layout. Each workflow shows triggers on the left (blue dashed cards) connected to actions below them (green solid cards). This paired card design makes it easy to see "when this happens → do these things."
Click any trigger or action card to expand its inline editor. The editor shows configuration options specific to that trigger or action type.
Adding triggers
- 1Click "Add trigger" at the top of the timeline.
- 2The trigger picker opens showing all available trigger types organized by category: Timing, Invoice Events, Lead Events, Proposal & Contract Events, Client & Project Events, Logic, and Business Intelligence.
- 3Click a trigger to add it. It appears as a blue dashed card in the timeline.
- 4Click the card to expand its configuration — set delay hours, select event conditions, or configure schedule timing.
- 5Use the "Conditions & Filters" section to narrow when the trigger fires.
Adding actions
- 1Click "Add action" below any trigger card.
- 2The action picker shows all available actions organized by category: Communication, Billing, Team & Approvals, Data & Records, and Integrations.
- 3Click an action to add it. It appears as a green card connected to its trigger.
- 4Click the card to expand its editor — configure email subjects, webhook URLs, tag names, or AI prompts.
- 5Add multiple actions under one trigger — they execute in sequence from top to bottom.
Using merge variables
Type @ in any text field (email subject, body, notification notes) to open the variable picker. Variables insert real data from the record that triggered the automation.
| Variable | Inserts |
|---|---|
| @clientContactName | The client's primary contact name |
| @clientBusinessName | The client's company or business name |
| @businessName | Your workspace business name |
| @invoiceNumber | The invoice number (e.g. INV-001) |
| @invoiceAmount | The invoice total formatted as currency |
| @outstandingAmount | The remaining balance on the invoice |
| @dueDate | The invoice due date |
| @projectName | The project name |
| @proposalTitle | The proposal title |
| @leadName | The lead's full name |
| @appointmentTitle | The appointment title and date |
Setting conditions
Every event trigger has a "Conditions & Filters" section you can expand. Conditions determine whether the trigger actually fires for a given event. All conditions are AND logic — every condition must match.
Different trigger types show different condition options. Invoice triggers show amount ranges and days overdue. Lead triggers show source, stage, and deal value filters. All triggers support custom field conditions with flexible operators.
Conditions vs. the Condition Check trigger
Trigger conditions filter WHEN the automation fires. The "Condition check" trigger type is different — it evaluates conditions mid-workflow and routes to different paths based on the result.
Monitoring runs
Click the "History" button on any automation to see its execution history. The modal shows a paginated table of runs with status, duration, and step counts.
Click any run to see the full detail: which steps fired, when they completed, what was sent, and where any errors occurred. This is the first place to look when an automation isn't working as expected.
- Green "completed" — all steps executed successfully
- Amber "skipped" — a condition wasn't met or credits were exhausted
- Red "failed" — an error occurred (check the failure reason in step detail)
- Blue "running" — the automation is in progress or waiting for approval
Pro tips
- Use the delay action between emails to space them out — don't send 3 emails in the same second.
- The search bar on the automations page searches by name, trigger type, and status.
- Use the status filter to quickly find all paused or draft automations.
- Every automation can be deleted from the list — deleting removes the workflow and all linked automation rules.
- AI actions show a purple "N credits" badge so you can see costs at a glance. The total per run appears at the bottom of the builder.