Robaws Automation is a function that allows you to automate certain operations.

Example:
When an invoice passes its due date, the status changes to overdue. Five days later, a first payment reminder is sent. If the invoice still has the status 'overdue' 10 days after that, a second payment reminder is sent.
You can capture this flow in an Automation.

Creating an Automation flow

To create a workflow, go to the Automation overview (your name in the top right > automation).
The overview shows all Automation flows (active or inactive) that have been created in your environment.

To create a new flow, work through the following steps:

1. You set a trigger, in other words the condition this workflow relates to and on which it will subsequently be executed.

Activate the "Allow redo" function if you want the workflow to be allowed to run more than once for the same operation. If you do not activate this function, the workflow runs only once per operation.

2. Once the "trigger" is known, an "action" can be set. This is the operation that will be carried out once the trigger conditions have been met. A workflow can consist of one or more actions. The available actions depend on the module the Automation flow was created for.
3. Once your workflow is fully configured and ready for use, you have to activate it (using the activate button at the top of the Automation flow). The workflow is then operational and will run as soon as the conditions are met. By default, the workflow is only activated for new operations. If you do want to apply the workflow to all previous operations, activate the "Run this workflow for all pre-existing records" function. With this function, the workflow runs retroactively.
4. Once a workflow is active, you can consult all operations this workflow has carried out, and pause or delete the workflow if it is no longer relevant.

Examples

Sending an automatic payment reminder

It happens: customers who pay late. To avoid the administrative hassle of following them up, you can create a workflow. For instance, you can create a workflow that automatically sends a payment reminder as soon as the invoice due date has passed and no payment has been registered.

In our example we use an existing email template.

Changing the customer status when a project is created

If you have created a prospect and sent them a quotation, the customer status does not change automatically once the quotation is approved and converted into a project. You can of course arrange this with a workflow. The trigger here is that the status of the quotation = signed online. In that case a project is created automatically and the customer status changes to 'Customer'.

Locking a quotation automatically

If you send a quotation to a prospect or customer, in principle nothing should be changed on the original quotation any more. Today that is still possible, unless you lock the quotation manually. This can also be done automatically. We set the trigger on the 'status' of the quotation. If that status equals 'sent', the quotation is locked automatically. The quotation can always be unlocked again.

Locking an invoice automatically

If you send an invoice to a customer, in principle nothing should be changed on the invoice any more. That would not be correct from an accounting point of view. You can therefore create a workflow that locks the invoice automatically. We set the trigger on the 'status' of the invoice. If that status equals 'sent', the invoice is locked automatically.

In addition to locking the invoice, you can add a 'delay' to the workflow. That way the invoice can also be sent automatically to your accountant or accounting package after a delay of a number of days. This is another operation you no longer have to carry out manually.

Set delay

You can set a delay between certain steps.
After this delay, Robaws first checks whether the trigger still applies.
If it does, the following steps are carried out.
If it does not, the automation stops there.

Example:
When the work order has been sent to the customer, I want to set it ready for invoicing five days later. This should not happen if, for instance, the customer sends feedback (status changes to 'feedback').
Once my work order has been sent, Robaws waits five days and then first checks whether the work order still has the status 'sent'. If it does, it changes the status; if it does not, it leaves the status unchanged.

Updated on: 09/09/2026