Appearance
Built-in Automation Rules
YardPilot includes 62 pre-configured automation rules organised by category. Some are enabled by default, while others are opt-in.
Feature Status
Rules marked with ✅ are available now. Rules marked with 🚧 are coming soon and will be enabled in upcoming releases.
Visit Automations ✅
Keep your customers informed about their scheduled visits.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Visit Scheduled - Customer Notification | Instantly | Email customer | Enabled |
| Visit Reminder (1 Day Before) | 1 day before | Email customer | Enabled |
| Visit Reminder SMS (Day Of) | At 8:00am on visit day | SMS customer | Disabled |
| On My Way Notification | Instantly | SMS customer | Enabled |
| Visit Started - Customer Notification | Instantly | SMS customer | Disabled |
| Visit Completed - Customer Notification | Instantly | SMS customer | Enabled |
| Visit Cancelled - Customer Notification | Instantly | Email customer | Enabled |
| Visit Rescheduled - Customer Notification | Instantly | Email customer | Enabled |
| Thank You Follow-Up | 1 day after | Email customer | Disabled |
Visit Reminder
Automatically sends a reminder to customers the day before their scheduled visit. Reduces no-shows and gives customers a chance to reschedule if needed.
On My Way Notification
When your team marks themselves as "on the way" to a job, this automation sends an SMS to the customer. Great for letting customers know help is coming.
Visit Completed
Sends a quick SMS when your team marks a visit as complete. Customers appreciate knowing the work is done, especially if they weren't home.
Quote Automations ✅
Streamline your quote process with automatic notifications.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Quote Created - Internal Alert | Instantly | Email owner | Disabled |
| Quote Sent - Customer Notification | Instantly | Email customer | Enabled |
| Quote Sent - SMS Notification | Instantly | SMS customer | Disabled |
| Quote Viewed - Internal Alert | Instantly | Email owner | Disabled |
| Quote Approved - Confirmation | Instantly | Email customer | Enabled |
| Quote Approved - Internal Alert | Instantly | Email owner | Enabled |
| Quote Declined - Internal Alert | Instantly | Email owner | Enabled |
| Quote Declined - Follow-up | 1 day after | Email customer | Disabled |
| Quote Change Requested - Internal Alert | Instantly | Email owner | Enabled |
| Quote Expiring Soon | 3 days before | Email customer | Enabled |
| Quote Expired - Customer Notification | Instantly | Email customer | Disabled |
Quote Sent
When you send a quote, the customer gets an email with a link to view and approve it online. No more "did you get my quote?" phone calls.
Quote Approved
When a customer approves a quote, they receive a confirmation email, and you get an internal alert so you can start scheduling the work.
Quote Expiring Soon
Sends a gentle reminder to customers 3 days before their quote expires. A simple nudge that can help close more deals.
Job Automations ✅
Keep customers in the loop about their jobs.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Job Created - Customer Notification | Instantly | Email customer | Enabled |
| Job Scheduled - Customer Notification | Instantly | Email customer | Enabled |
| Job Completed - Customer Notification | Instantly | Email customer | Enabled |
| Job Cancelled - Customer Notification | Instantly | Email customer | Enabled |
Job Created
When you create a job (often from an approved quote), the customer gets confirmation that their job is scheduled and you're working on it.
Job Scheduled
When visits are scheduled for a job, the customer receives a confirmation email with the scheduled details.
Job Completed
When all visits in a job are marked complete, the customer gets a notification that everything is finished.
Job Cancelled
If a job needs to be cancelled, the customer is automatically notified with a courteous email.
Work Request Automations ✅
Respond quickly to incoming work requests.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Work Request Received - Customer Confirmation | Instantly | Email customer | Disabled |
| Work Request Received - Internal Alert | Instantly | Email owner | Enabled |
| Work Request Converted - Customer Notification | Instantly | Email customer | Disabled |
| Work Request Declined - Customer Notification | Instantly | Email customer | Disabled |
Internal Alert
Get notified immediately when a new work request comes in through your website or client portal. Never miss a lead.
Work Request Converted
When a work request is converted to a quote or job, optionally notify the customer that their request has been processed.
Work Request Declined
If you need to decline a work request, optionally send a courteous notification to the customer.
Invoice & Payment Automations ✅
Automate your billing communications.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Invoice Created - Internal Alert | Instantly | Email owner | Disabled |
| Invoice Sent - Customer Notification | Instantly | Email customer | Enabled |
| Invoice Overdue Reminder | 3 days after | Email customer | Enabled |
| Payment Received - Customer Confirmation | Instantly | Email customer | Enabled |
| Payment Failed - Internal Alert | Instantly | Email owner | Enabled |
Invoice Sent
When you send an invoice, the customer automatically receives an email with a link to view and pay online.
Invoice Overdue Reminder
Automatically reminds customers when their invoice is overdue. Professional and consistent follow-up without manual effort.
Payment Received
Sends a confirmation receipt to the customer when payment is received. Provides peace of mind and documentation.
Payment Failed
Get alerted immediately when a payment fails so you can follow up with the customer to resolve the issue.
Review Automations ✅
Build your online reputation with automated review requests.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Review Received - Internal Alert | Instantly | Email owner | Enabled |
| Review Request (3 Days After Visit) | 3 days after | Email customer | Disabled |
| Positive Review - Thank You | Instantly | Email customer | Disabled |
| Negative Review - Internal Alert | Instantly | Email owner | Enabled |
Review Received
Get notified whenever a customer leaves a review so you can respond promptly.
Review Request
Sends a review request to customers a few days after their first visit. Timing is important - customers are more likely to leave a review when the experience is fresh.
Negative Review Alert
Get alerted immediately when a negative review comes in so you can respond quickly and address any issues.
NPS Survey Automations 🚧
Measure customer satisfaction with Net Promoter Score surveys.
| Rule | Timing | Action | Default |
|---|---|---|---|
| NPS Survey (10 Days After Job) | 10 days after | Email customer | Disabled |
| NPS Response Received - Internal Alert | Instantly | Email owner | Disabled |
| NPS Promoter - Thank You | Instantly | Email customer | Disabled |
| NPS Detractor - Internal Alert | Instantly | Email owner | Enabled |
| NPS Detractor - Follow Up | 1 hour after | Email customer | Disabled |
NPS Survey
Send NPS surveys to measure how likely customers are to recommend your business. The 10-day delay gives customers time to evaluate the complete experience.
NPS Response Received
Get notified whenever a customer responds to an NPS survey so you can track sentiment.
Detractor Alerts
When a customer gives a low NPS score (detractor), you're alerted immediately so you can reach out and resolve any issues before they escalate.
Meeting Automations 🚧
Keep everyone informed about scheduled meetings.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Meeting Scheduled - Customer Notification | Instantly | Email customer | Enabled |
| Meeting Reminder | 1 day before | Email customer | Enabled |
| Meeting Reminder SMS | 2 hours before | SMS customer | Disabled |
| Meeting Cancelled - Customer Notification | Instantly | Email customer | Enabled |
Meeting Scheduled
When you schedule a meeting with a customer, they automatically receive a confirmation email with the details.
Meeting Reminder
Sends a reminder email the day before to reduce no-shows.
Meeting Cancelled
If you need to cancel a meeting, the customer is automatically notified.
Property Automations 🚧
Manage property-related communications.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Property Created - Internal Alert | Instantly | Email owner | Disabled |
| Property Service Due - Customer Reminder | 7 days before | Email customer | Disabled |
Property Created
Get notified when a new property is added to the system.
Property Service Due
For recurring services, automatically remind customers when their property is due for service.
Contact Automations 🚧
Build relationships with automated contact communications.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Contact Created - Welcome Email | Instantly | Email customer | Disabled |
| Contact Birthday - Greeting | At 9:00am on birthday | Email customer | Disabled |
| Contact Inactive - Re-engagement | 90 days after | Email customer | Disabled |
Welcome Email
Send a welcome email when a new contact is created, introducing your business and services.
Birthday Greeting
A personal touch - automatically wish your customers happy birthday to build goodwill.
Inactive Re-engagement
Reach out to customers who haven't had any activity in 90 days to stay top of mind.
Expense Automations 🚧
Keep your team informed about expense status.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Expense Submitted - Manager Alert | Instantly | Email owner | Enabled |
| Expense Approved - Staff Notification | Instantly | Email staff | Enabled |
| Expense Rejected - Staff Notification | Instantly | Email staff | Enabled |
| Expense Reimbursed - Staff Notification | Instantly | Email staff | Enabled |
Expense Submitted
Managers get notified immediately when an employee submits an expense for approval.
Expense Status Updates
Keep employees informed when their expenses are approved, rejected, or reimbursed.
Timesheet Automations 🚧
Manage timesheet approvals and alerts.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Timesheet Submitted - Manager Alert | Instantly | Email owner | Enabled |
| Timesheet Approved - Staff Notification | Instantly | Email staff | Enabled |
| Timesheet Rejected - Staff Notification | Instantly | Email staff | Enabled |
| Overtime Alert - Manager Notification | Instantly | Email owner | Enabled |
Timesheet Submitted
Managers get notified when timesheets are submitted and ready for review.
Overtime Alert
Get alerted when employees log overtime so you can manage labour costs.
Scheduling Automations 🚧
Stay on top of scheduling issues.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Schedule Conflict - Internal Alert | Instantly | Email owner | Enabled |
| Unassigned Visit - Internal Alert | 1 day before | Email owner | Enabled |
Schedule Conflict
Get alerted immediately when a scheduling conflict is detected so you can resolve it.
Unassigned Visit
Get reminded about visits that don't have an assigned team member, giving you time to assign someone.
Inventory Automations 🚧
Monitor stock levels automatically.
| Rule | Timing | Action | Default |
|---|---|---|---|
| Stock Low - Internal Alert | Instantly | Email owner | Enabled |
| Reorder Needed - Internal Alert | Instantly | Email owner | Enabled |
Stock Low
Get alerted when inventory items fall below their minimum stock levels.
Reorder Needed
Get notified when items need to be reordered based on your configured reorder points.
Customising Built-in Rules
To modify a built-in rule:
- Go to Settings > Automations
- Find the rule you want to modify
- Click Edit
- Adjust the settings (timing, template, etc.)
- Click Save
This creates a custom copy of the rule for your company. The original system rule remains unchanged, and your custom version takes precedence.
TIP
You can have multiple automations for the same trigger. For example, send both an email AND SMS when a quote is approved.
Templates
Every built-in automation comes with a pre-written message template. These templates include:
- Professional wording suitable for Australian businesses
- Merge fields that automatically insert customer names, job details, etc.
- Appropriate tone for each situation (formal for quotes, friendly for thank yous)
Customising Templates
To use a different message:
- Go to Settings > Communication Templates
- Find the template you want to modify, or create a new one
- Edit the content using merge fields like
{contact.first_name},{quote.number}, etc. - Go to Settings > Automations
- Edit the automation and select your custom template
Available Merge Fields
Templates support these merge fields:
| Category | Fields |
|---|---|
| Contact | {contact.first_name}, {contact.full_name}, {contact.email}, {contact.phone} |
| Company | {company.name}, {company.phone}, {company.google_review_url} |
| Property | {property.address} |
| Visit | {visit.scheduled_date}, {visit.scheduled_time}, {visit.assigned_to} |
| Quote | {quote.number}, {quote.total}, {quote.expiry_date}, {quote.portal_url} |
| Job | {job.number}, {job.title} |
| Invoice | {invoice.number} |
| Staff | {staff.first_name}, {staff.last_name} |
TIP
Keep SMS templates short - under 160 characters avoids splitting into multiple messages and keeps costs down.