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Automation Rules & Shortcodes

Every trigger that fires automatically, every variable you can use in email templates — in one place. No digging through settings.

24 automation rules24 shortcodesConfigure Automations

Email — Job Lifecycle

Order Received Confirmationorder_received_email

When a customer submits a new order, send them a confirmation email with a link to their portal.

Trigger:New job created (customer submits order)

EmailON by default

Art Approval Requestart_approval_email

When a job status changes to "Art Approval Sent," email the customer with a link to review the artwork.

Trigger:Job status → "Art Approval Sent"

EmailON by default

Art Re-submittedart_resubmit_email

When art is re-submitted for approval after being declined, email the customer with the updated review link.

Trigger:Job status → "Art Approval Sent" (after art was declined)

EmailON by default

Production Startedproduction_started_email

When a job enters In Production status, email the customer to let them know their order is being produced.

Trigger:Job status → "In Production"

EmailON by default

Job Complete — Payment Requestjob_complete_email

When a job is marked as Completed Order, send the customer an email with their invoice link.

Trigger:Job status → "Completed Order"

EmailON by default

Order Shipped with Trackingtracking_shipped_email

When tracking numbers are added to a job, email the customer with shipping details and tracking numbers.

Trigger:Tracking numbers added to a job

EmailON by default

Status Change Notificationstatus_change_email

When a job status changes, email the customer with the status update and a link to their portal.

Trigger:Any job status change

EmailOFF by default

Email — Invoice & Payment

Invoice Sentinvoice_sent_email

When an invoice is marked as Sent, email the customer with their invoice link and total amount due.

Trigger:Invoice status → "Sent"

EmailON by default

Payment Receiptinvoice_paid_email

When an invoice is marked as Paid, send a payment confirmation receipt to the customer.

Trigger:Invoice status → "Paid"

EmailON by default

Payment Linkpayment_link_email

Send customers an email with an online payment link for their invoice via Stripe Checkout.

Trigger:Manual trigger or Stripe Checkout link generation

EmailON by default

Invoice Overdue Reminderinvoice_overdue_email

When an invoice is past its due date, send the customer a reminder email.

Trigger:Cron: invoice is past due date (runs daily)

EmailON by default

Payment Due Soonpayment_due_soon_email

Send customers a reminder when their invoice payment is approaching the due date.

Trigger:Cron: invoice is 3 days from due date (runs daily)

EmailOFF by default

30-Day Overdue Escalationinvoice_30day_escalation

When an invoice is 30+ days overdue, send the customer an escalation email with a stern payment reminder.

Trigger:Cron: invoice is 30+ days past due (runs daily)

EmailON by default

60-Day Overdue Final Noticeinvoice_60day_escalation

When an invoice is 60+ days overdue, send a final notice email warning of potential collections action.

Trigger:Cron: invoice is 60+ days past due (runs daily)

EmailON by default

In-App Notifications

Art Declined Alertart_decline_notification

Create an in-app notification for all admins when a customer declines artwork.

Trigger:Customer clicks Decline on the art approval page

In-AppON by default

Status Change Toaststatus_change_toast

Display a temporary notification in the app when any job status changes.

Trigger:Any job status change

In-AppON by default

New Lead Alertlead_new_notification

When a new lead is created (from website or manually), notify all admins with the lead details.

Trigger:New lead created

In-AppON by default

Reorder Request Alertreorder_request_received

Notify all admins when a customer submits a reorder request through the portal.

Trigger:Customer submits reorder request via portal

In-AppON by default

90-Day Overdue Admin Alertinvoice_90day_admin_alert

When an invoice is 90+ days overdue, notify all admins so they can take manual collection action.

Trigger:Cron: invoice is 90+ days past due (runs daily)

In-AppON by default

SMS (opt-in required)

Job Complete SMSjob_complete_sms

When a job is marked as Completed Order, send the customer an SMS notification.

Trigger:Job status → "Completed Order"

SMSOFF by default

Art Approval SMSart_approval_sms

When artwork is sent for approval, send the customer an SMS with the review link.

Trigger:Job status → "Art Approval Sent"

SMSOFF by default

Shipped SMStracking_shipped_sms

When tracking numbers are added to a job, send the customer an SMS with shipping details.

Trigger:Tracking numbers added

SMSOFF by default

Invoice Sent SMSinvoice_sent_sms

When an invoice is marked as Sent, send the customer an SMS notification.

Trigger:Invoice status → "Sent"

SMSOFF by default

Status Update SMSstatus_update_sms

When a job status changes, send the customer an SMS with the status update.

Trigger:Any job status change

SMSOFF by default

Rules marked "OFF by default" are available but won't fire until you enable them.

SMS rules require Twilio to be connected first. Go to Automations to toggle any rule on or off for your shop.

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Email — Job Lifecycle

Order Received Confirmationorder_received_email

When a customer submits a new order, send them a confirmation email with a link to their portal.

Trigger:New job created (customer submits order)

EmailON by default

Art Approval Requestart_approval_email

When a job status changes to "Art Approval Sent," email the customer with a link to review the artwork.

Trigger:Job status → "Art Approval Sent"

EmailON by default

Art Re-submittedart_resubmit_email

When art is re-submitted for approval after being declined, email the customer with the updated review link.

Trigger:Job status → "Art Approval Sent" (after art was declined)

EmailON by default

Production Startedproduction_started_email

When a job enters In Production status, email the customer to let them know their order is being produced.

Trigger:Job status → "In Production"

EmailON by default

Job Complete — Payment Requestjob_complete_email

When a job is marked as Completed Order, send the customer an email with their invoice link.

Trigger:Job status → "Completed Order"

EmailON by default

Order Shipped with Trackingtracking_shipped_email

When tracking numbers are added to a job, email the customer with shipping details and tracking numbers.

Trigger:Tracking numbers added to a job

EmailON by default

Status Change Notificationstatus_change_email

When a job status changes, email the customer with the status update and a link to their portal.

Trigger:Any job status change

EmailOFF by default

Email — Invoice & Payment

Invoice Sentinvoice_sent_email

When an invoice is marked as Sent, email the customer with their invoice link and total amount due.

Trigger:Invoice status → "Sent"

EmailON by default

Payment Receiptinvoice_paid_email

When an invoice is marked as Paid, send a payment confirmation receipt to the customer.

Trigger:Invoice status → "Paid"

EmailON by default

Payment Linkpayment_link_email

Send customers an email with an online payment link for their invoice via Stripe Checkout.

Trigger:Manual trigger or Stripe Checkout link generation

EmailON by default

Invoice Overdue Reminderinvoice_overdue_email

When an invoice is past its due date, send the customer a reminder email.

Trigger:Cron: invoice is past due date (runs daily)

EmailON by default

Payment Due Soonpayment_due_soon_email

Send customers a reminder when their invoice payment is approaching the due date.

Trigger:Cron: invoice is 3 days from due date (runs daily)

EmailOFF by default

30-Day Overdue Escalationinvoice_30day_escalation

When an invoice is 30+ days overdue, send the customer an escalation email with a stern payment reminder.

Trigger:Cron: invoice is 30+ days past due (runs daily)

EmailON by default

60-Day Overdue Final Noticeinvoice_60day_escalation

When an invoice is 60+ days overdue, send a final notice email warning of potential collections action.

Trigger:Cron: invoice is 60+ days past due (runs daily)

EmailON by default

In-App Notifications

Art Declined Alertart_decline_notification

Create an in-app notification for all admins when a customer declines artwork.

Trigger:Customer clicks Decline on the art approval page

In-AppON by default

Status Change Toaststatus_change_toast

Display a temporary notification in the app when any job status changes.

Trigger:Any job status change

In-AppON by default

New Lead Alertlead_new_notification

When a new lead is created (from website or manually), notify all admins with the lead details.

Trigger:New lead created

In-AppON by default

Reorder Request Alertreorder_request_received

Notify all admins when a customer submits a reorder request through the portal.

Trigger:Customer submits reorder request via portal

In-AppON by default

90-Day Overdue Admin Alertinvoice_90day_admin_alert

When an invoice is 90+ days overdue, notify all admins so they can take manual collection action.

Trigger:Cron: invoice is 90+ days past due (runs daily)

In-AppON by default

SMS (opt-in required)

Job Complete SMSjob_complete_sms

When a job is marked as Completed Order, send the customer an SMS notification.

Trigger:Job status → "Completed Order"

SMSOFF by default

Art Approval SMSart_approval_sms

When artwork is sent for approval, send the customer an SMS with the review link.

Trigger:Job status → "Art Approval Sent"

SMSOFF by default

Shipped SMStracking_shipped_sms

When tracking numbers are added to a job, send the customer an SMS with shipping details.

Trigger:Tracking numbers added

SMSOFF by default

Invoice Sent SMSinvoice_sent_sms

When an invoice is marked as Sent, send the customer an SMS notification.

Trigger:Invoice status → "Sent"

SMSOFF by default

Status Update SMSstatus_update_sms

When a job status changes, send the customer an SMS with the status update.

Trigger:Any job status change

SMSOFF by default