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Automations overview

Automations help you automate sales and marketing processes. Define workflows in the builder so that when a trigger happens, the platform runs your chosen actions — for example, "When a new client is added, assign a salesperson to the account."

An automation workflow is a set of instructions: when this trigger happens, then perform this action.

What's in this section​

My automations

Create, configure, and build custom workflows with triggers, actions, logic, and data expressions

System automations

Pre-built workflows provided by Vendasta — enable or disable per account

Templates

Pre-built templates to get started quickly, plus partner-made templates for your clients

Automation history

Monitor runs, troubleshoot errors, retry failed automations, and fix permissions

What you can do with automations​

Welcome new clients​

When an account is created, send a welcome email campaign, assign a salesperson, and create a task for the salesperson to connect with the client.

Drive product upgrades​

When a client activates a Standard product, send an email campaign about Pro edition benefits and notify your team when they open or click.

Keep track of failed payments​

When a customer has a failed payment, receive a notification so you can follow up quickly.

Automation workflow example

Understanding automation triggers​

Triggers are the events that start a workflow. Some are ready to use (e.g. An account is created). Others need trigger options — for example, A sales order status is changed requires you to set the order origin and the status it changes to.

Trigger options example

Trigger conditions​

Conditions filter when the workflow runs. You can filter on tags, salespeople, account location, account categories, active products, and more. When you add multiple conditions, choose AND or OR:

  • OR — The trigger runs when any condition in the group is met.
  • AND — The trigger runs only when all conditions in the group are met.

Trigger conditions example

For a complete list of triggers and how to choose the right one, see Triggers overview.

Creating your first automation​

  1. In Business App go to Settings then Automations.
  2. Click Create (top right).
  3. Enter Name, optional Description, and Status (on/off).
  4. Define the trigger (When) and optional conditions (If).
  5. Set up the action that runs when the trigger and conditions are met.
  6. Review and click Create Automation.

The automation runs whenever the trigger conditions are met (if it's turned on).

Create button in Automations section

Enter automation details

Define trigger

Set up action

Create automation button

Best practices​

  • Start simple — Build and test simple automations before complex workflows.
  • Use clear names — So your team understands each automation's purpose.
  • Monitor regularly — Check that automations are running as expected.
  • Consider impact — Think through how automations affect the rest of your workflow.
  • Test first — Run with a small group before enabling for all accounts.

Next steps​

Create an Automation (Partner Center)

New to how AI Employees work? Take the AI foundations course in Vendasta Learn — Beginner, 6 lessons.