Automated Notifications help streamline your business communications by automatically sending email updates to customers and suppliers when key transactions reach specific statuses. This feature eliminates the need for manual follow-ups and ensures your business partners stay informed throughout your transaction processes.

Automated Notifications apply to all transactions of the selected type once enabled and use your company's email templates for consistent messaging. They trigger automatically at specific, non-customizable transaction statuses, with all notifications disabled by default. Please note that this feature is not available in Sandbox accounts.

Manage Automated Notifications

To manage Automated Notifications, navigate to Settings > System > Automated Notifications, and use the "Enabled" toggle per transaction type to determine which transactions will automatically trigger an email to the selected contacts.

When enabled, Automated Notifications automatically trigger email alerts to relevant contacts whenever a transaction updates to a predetermined status. These emails use your company's custom email templates, ensuring consistent branding and messaging across all communications.

The table below details which transaction types Automated Notifications are supported by, the status the transaction must reach for the email to be sent, and the nominated contacts that will receive it.

Transaction Type	Transaction Trigger Status	Nominated contact notified
Credit	Completed	Customer contacts with "Invoicing" ticked. When no "Invoicing" contact is identified, the Primary contact will be used.
Purchase Order	Placed	Supplier contacts with "Purchasing" ticked. When no "Purchasing " contact is identified, the Primary contact will be used.
Sales Invoice	Completed	Customer contacts with "Invoicing" ticked. When no "Invoicing" contact is identified, the Primary contact will be used.
Sales Order	Completed	Customer contacts with "Ordering" ticked. When no "Ordering" contact is identified, the Primary contact will be used.
Sales Order Shipment	Dispatched	Customer contacts with "Shipping" ticked. When no "Shipping" contact is identified, the Primary contact will be used.
Sales Quote	Pending	Customer contacts with "Ordering" ticked. When no "Ordering" contact is identified, the Primary contact will be used.
Supplier Return	Completed	Customer contacts with "Purchasing" ticked. When no "Purchasing" contact is identified, the Primary contact will be used.

Examples of Automated Notifications in use

When "Sales Order" is enabled in the Automated Notifications page:

When a Sales Order is updated to "Completed" status, the customer's contacts with "Ordering" checked will be notified by email.
If the customer has no contacts with "Ordering" checked, the customer's primary contact will receive the email.

When "Sales Order Shipment" is enabled in the Automated Notifications page:

When a Shipment is updated to "Dispatched" status, the customer's contacts with "Shipping" checked will be notified by email.
If the customer has no contacts with "Shipping" checked, the customer's primary contact will receive the email.

When "Purchase Order" is enabled in the Automated Notifications page:

When a Purchase Order is updated to "Placed" status, the supplier's contacts with "Purchasing" checked will be notified by email.
If the supplier has no contacts with "Purchasing" checked, the supplier's primary contact will receive the email.

Enable Automated Notifications

Each transaction type's Automated Notification setting can be updated at any time, and will apply immediately to any subsequently updated transactions.

To enable a transaction's automated notification setting:

From the main menu, go to Settings > System > Automated Notification.
Along the transaction's row, click on the Enabled column's toggle.
When the toggle is green, the setting is enabled.

Follow the same process to disable the automated notification; the only difference is that the toggle will be grey when disabled.

Manage nominated contacts

The effectiveness of Automated Notifications depends on properly configured customer and supplier contacts. A hierarchy system is used to determine each email notification's recipients, provided the nominated contacts have a valid email address:

Designated transaction-specific contacts, e.g., enabled as "Ordering", "Invoicing", "Shipping", or "Purchasing".
When no transaction-specific contact is selected in the customer or supplier, or they do not have an email address, their "Primary" contact is used.
When the Primary contact has no email address, no email is sent.

Manage customer contacts

Contacts in a customer's record can be enabled as a nominated contact for any or all of the following notification types:

Ordering
Invoicing
Shipping

To update a customer's nominated contacts for Automated Notifications:

Open the customer's record.
Go to the Contacts tab.
Along the contact's row, click on the "Ordering", "Invoicing", or "Shipping" field.
Tick or untick the "Ordering", "Invoicing", or "Shipping" checkboxes as required.
Click Save.

Alternatively, you can update the nominated contacts for multiple customers by importing the Customer Contacts template. For guidance, see Import Customer Contacts.