Records you can attach rules to
Each rule starts with a type of record in ServTrackr, usually an appointment, estimate, invoice, project, or service request, and a trigger (for example: created, sent, approved, paid, completed, or a specific status). You then choose when the action runs: immediately or after a delay.
- Events: Visits and appointments as they move through scheduling and completion
- Estimates & invoices: Sent, viewed, approved, declined, paid, or overdue, depending on your setup
- Projects: Status changes as jobs move from scheduling through completion
- Requests: New inquiries or when a request is completed or declined
Building a rule
In the rule builder you typically:
- Pick the record type (event, estimate, invoice, project, request)
- Pick the trigger (e.g. "is sent", "is paid", "is completed")
- Set timing: run right away or after a configured delay
- Choose an action, such as send email, send SMS, create reminder, update project status, or assign team member(s)
- Save the rule and turn it on when you are ready
Examples teams start with
Teams often start with rules like:
- Email the client when an estimate is sent
- SMS nudge a few days after an unpaid invoice
- Assign an owner as soon as a new request lands
- Email a thank-you when an invoice is paid
- Update project status or notify assignees when a milestone is hit
Keeping rules up to date
Keep things maintainable as your business changes:
- Pause rules instead of deleting them when you need a break
- Review execution history where the product exposes it (runs, counts, last run)
- Adjust timing or messaging when seasons or offerings change
- Add a new rule instead of overloading one long chain of steps