Accounting Automations
How to build rules that act when something happens in your books — tell you, email a customer a note, hold a bill for approval, tag a class or suggest an account.
A rule waits for something to happen in your books, checks it against conditions you set, and then does what you chose. Build rules in Accounting → Settings → Automations, on the website or in the app.
What a rule can wait for
- An invoice is created.
- An invoice becomes overdue — checked once a day.
- A bill is recorded.
- A customer payment is recorded.
- A bank transaction is imported.
- A customer accepts an estimate.
Only if
Each event offers its own checks: an amount at or above a figure, a particular customer or vendor, a payment method, an account, or words in a bank description. Every condition must be true for the rule to act. A rule with no conditions acts every time.
What it can do
- Tell me in Seayora — a notice to the business owner.
- Email the customer a note — your words, sent on your behalf, from Seayora. A customer with no email address gets nothing, and no business sends more than 200 of these a day.
- Hold the bill for approval — it waits in Bills awaiting approval, even if it is under your approval threshold.
- Tag it with a class — for split reporting.
- Suggest an account — offered on an imported bank transaction for you to accept.
A rule never moves money, pays a bill or writes to your ledger. Those always need a person.
Test before you rely on it
Choose Test on a rule and pick one of your own records. Seayora shows whether each condition holds and what the rule would do. Nothing is sent and nothing changes.
What a rule did
Runs shows every time a rule was checked, whether it matched, and what each action did — including an action that could not complete and why. A rule runs once per event: a retried save or a second server never makes it act twice.
Frequently asked questions
Can one event trigger more than one rule?
Yes. Every rule that matches acts, in the order they were created.
How many rules can I have?
Up to 50, each with up to 10 conditions and 5 actions.
Can a rule send a text message?
No. A rule can tell you in Seayora or email the customer a note.
What happens to a rule if I switch it off?
It stops acting and keeps its settings and its run history. Deleting a rule removes both; anything it already did stays done.
Can a connected assistant create rules?
No. Rules are an owner setting in Seayora, not something an assistant can change.
Related guides
Related features and guides
- Invoices, Estimates & Statements — Documentation. How to create, brand, and send invoices, estimates, and statements — with a price book, good / better / best options and acceptance on the spot — turn estimates into invoices, and get paid online.
- Bills & Accounts Payable — Documentation. How to record vendor bills, route them through approvals, and automate accounts-payable steps.
- Sales Pipeline & the Full Sales Cycle — Documentation. How Seayora tracks a sale from lead to lead-to-cash — quotes, follow-ups, conversion, invoicing, and payment — as one connected cycle.
- Accounting for Service Professionals: A Practical Starter Guide — Guide. Bookkeeping basics for contractors and trades — chart of accounts, cash vs. accrual, job costing, and the reports that tell you if a job actually made money.
- Bank Feeds & Reconciliation — Feature. Connect bank feeds and reconcile transactions against the ledger, so what the books say and what the bank says actually match.
- Bank Reconciliation Explained (and Why It Matters) — Guide. What bank reconciliation is, why every business should do it monthly, and how bank feeds and rules make it fast instead of painful.