Triggers, conditions and actions
ReferenceLast checked on 18/10/2026
Reference – which triggers, condition fields and actions are available for automations.
This page lists everything you can set in an automation. How to create a rule is explained in Create an automation.
Triggers ("When")
| Group | Trigger | When |
|---|---|---|
| Orders | Order created | New order – manually, from a shop/marketplace, subscription or quote |
| Orders | Order changed | Line items, delivery address, shipping method, note or transaction data changed |
| Orders | Order paid | Payment confirmed (manually or by the shop) |
| Orders | Order shipped | Shipment posted – stock has been deducted |
| Orders | Order partially shipped | A partial delivery was posted – the rest of the order remains open |
| Orders | Order closed without shipping | Marked as already shipped, without a delivery: no stock outflow, no shipping notification to the shop or marketplace |
| Orders | Order cancelled | Cancelled manually, by the shop or by merging |
| Orders | Possible duplicate detected | A new order has the same content as an order received shortly before from the same customer or the same address (settings under Sales → Settings → Duplicate orders) |
| Shipping | Shipment delivered | The carrier reports delivery; with several parcels only once all have been delivered |
| Shipping | Shipment with problem | The carrier reports a delivery problem or the return to the sender |
| Documents | Invoice created / Invoice cancelled | Invoice issued or cancelled |
| Documents | Credit note created | Credit note issued |
| Documents | Quote created / Quote accepted / Quote declined | Quote created (manually, in the transaction editor or as a copy) or marked as accepted or declined |
| Documents | Quote expiring | An open or accepted quote is valid for only 3 more days – once per quote and validity date; template “Quote expiring → follow up” |
| Documents | Delivery note created | Delivery note generated |
| Documents | Reminder created | A dunning letter or payment reminder was created for an invoice (dunning run or automation); with a collective reminder for each invoice |
| Customers | Customer created / Customer changed | New customer or master data saved |
| Items | Item created / Item changed | New item or master data saved |
| Items | Stock below reorder point | Available stock falls below the reorder point (checked every minute; again only after it has been above it in the meantime) |
| Purchasing | Purchase order created | New purchase order with the supplier |
| Purchasing | Goods receipt posted | Goods received for a purchase order |
| Returns | Return created | Return registered – manually, from a shop/marketplace or via the returns portal |
| Returns | Return received | The returned parcel has arrived (posted manually or reported by the channel) |
| Returns | Return inspected | The inspection is saved and the goods are booked into stock |
| Returns | Return refunded | The refund has been made or marked as refunded (also by the channel) |
| Time & manual | Scheduled | Daily, weekly or monthly at the chosen time for all matching orders, customers, items, documents or supplier invoices |
| Time & manual | Manually from a list | Run automation in the More menu or via right-click in the order, customer or item list |
Scheduled: each object only once
Scheduled rules have the switch Each object only once. With it, a customer, for example, receives a reminder email only a single time, even if they match again on every run. For monthly rules with a Day of month above 28, the rule runs on the last day in shorter months.
Conditions ("And only if")
Conditions work like the list filters: choose a field, choose a comparison, enter a value. Which fields exist depends on the object, for example:
- Order: Status, Order number, Channel, Platform, Gross/net amount, Received, Paid on, External order number, Note, From subscription, Has invoice, Delivery country, Postcode, City, Shipping method, Payment method, Shipping warehouse, Weight (g), Fully deliverable at the fulfiller, Number of line items, Number of items (pieces), Contains item (no./name), Contains item from category, Contains item with characteristic value, Customer (name/company/no.), Customer email, Customer type, Customer group, Customer's orders (count), Label (transaction colour), Transaction status, On hold, Priority.
- Customer: Customer type, Customer number, Name/company, Email, Country, City, Customer group, Customer category, Label, Blocked, VAT ID, Customer since, Number of orders, Gross revenue, Last order, Days since last order.
- Item: Item number, Item name, Item status, Category, Brand, Characteristic value, Gross sales price, Stock item, Created on, Stock, Available, Reorder point, Below reorder point, Days until next best-before date (stock). With Scheduled (daily) and "Days until next best-before date" you can build a "best-before date expiring" warning.
- Document: Document type, Status, Document number, Gross/net amount, Document date, Due on, Overdue, Dunning level, Order number, Order channel, Customer, Customer group, Country.
- Purchase order: Status, PO number, Supplier, Warehouse, Net amount, Expected on.
- Supplier invoice (only Scheduled): Supplier's invoice number, Internal number, Supplier, Booking status (Recorded/Posted), Payment status, Invoice date, Due on, Note, Recurring, Invoice day reached this month, Duplicated by an automation, Gross/net amount, Outstanding amount.
- Return: Status, Return number, Reason, Qty, Refund amount, Source (manual, shop/marketplace, returns portal), Order channel, Goods value of the return, Refunded by channel, Order number, Delivery country of the order, Customer.
Actions ("Then")
| Action | For | Note |
|---|---|---|
| Set order status | Order | Paid or cancelled – only if the current status allows it |
| Set process status | Order | Your own processing status |
| Set label / Remove label | Order | Named transaction colour, colours the row in the list |
| Hold order | Order | Blocks shipping, label and pick list – with a reason and optionally a duration |
| Release order | Order | Lifts a hold |
| Add note | Order | Internal note in the history, with placeholders |
| Set priority | Order | High priority comes first in pick lists |
| Set shipping method | Order | Only as long as no label has been created and it has not been shipped |
| Set payment method | Order | |
| Assign warehouse | Order | The order's shipping warehouse |
| Hand over to fulfiller | Order | Hands the order over in the fulfillment network – only if the stock at the fulfiller is sufficient; items not yet released are released in the process |
| Set field | Order, customer, item | Custom field or characteristic on the item; empty = clear field |
| Set customer label / remove | Customer | |
| Set customer group | Customer | |
| Create reminder | Document | Next dunning level of the dunning group, only if the invoice is in the dunning proposal; optionally sent by email straight away. With the Scheduled trigger, a planned dunning run (see Dunning) |
| Duplicate supplier invoice | Supplier invoice | Copy with the same supplier, same line items and amounts; invoice date = day of the run, due date shifted by the payment term; optionally posted straight away. At most one copy per invoice and month |
| Create outgoing payment | Supplier invoice | Releases the just-duplicated (or this) invoice for payment – nothing is transferred automatically |
| Send email | all | To the customer or a fixed address |
| Send order confirmation | Order | The order as an order confirmation (print template) by email to the customer, using the "Order confirmation" email template; the sending and PDF copy are recorded on the order |
| Notification in allverto | all | To a user or all users of a role (bell at the top right) |
| Call webhook | all | Message to an external system |
Recurring supplier invoices (rent, leasing, subscriptions)
For invoices that come in the same every month, there is the template Duplicate recurring supplier invoice monthly and prepare payment:
- Open the supplier invoice (e.g. the rent for September) and under Recurring switch on Recurring invoice (monthly). The invoice should be posted, and the supplier must have an IBAN (or PayPal address) on file.
- Under Settings → Automations, create the template with From template. It runs daily at 6 a.m. for all supplier invoices with Recurring = yes and Invoice day reached this month = yes.
- For Duplicate supplier invoice, adjust the Invoice number of the copy (default
{{eingangsrechnung.nummer}}-{{zeitraum.nummer}}, e.g. "MIETE-2026-10") and, if you like, the Note of the copy (e.g. "Rent {{zeitraum.monat}}"). - For Notification in allverto, choose the role that should pay (e.g. Accounting) – or remove the action.
- Test the rule with Test on the invoice and then switch it on. New automations are always off until you switch them on.
This way, on the invoice day of each month a posted copy is created (invoice date = day of the run, due date with the same payment term as the original), and its amount appears under Finance → Outgoing payments as Released. A person with the permission for outgoing payments still creates the payment run and sends it to the bank – allverto never transfers money on its own.
- Per rule, invoice and month, at most one copy is created – even if the rule runs more often or you run it manually. So leave Each object only once off.
- Copies are not duplicated further; the original invoice remains the template. If the amount changes (e.g. a rent increase), switch Recurring off on the old invoice and on on the new one.
- Document files and the purchase order reference are not copied. The copy's window shows which invoice and which month it was created from.
- Only people who may themselves record supplier invoices (for Duplicate supplier invoice) or release them for payment (for Create outgoing payment) may create, change and switch on such a rule.
Actions run one after the other; if one fails, the others still run. You manage labels and process statuses under Sales → Settings (Transaction colours and Statuses & text templates). Texts, emails and webhooks are explained in Placeholders, emails and webhooks.