Put your repetitive admin on autopilot

Build your own triggers and actions in minutes: send the invoice the moment a work order is finished, schedule follow-up jobs, or update customers automatically. No coding, no double entry.

With Automations, you put repetitive tasks on autopilot. Connect your own triggers and actions, such as automatically sending an invoice after a completed work order, scheduling follow-up tasks, or emailing customers instantly. This keeps your processes faster, more consistent, and free from manual steps.

Over 20.000 happy daily users

How an automation works

Name

A clear label so anyone on the team understands what the rule does.

Trigger

The event that starts it — a status change, a new record, a deadline.

Criteria

The conditions that must be true before anything happens.

Action

What OutSmart does next — send, notify, create, or update.

Customer Portal

Send a confirmation email or create a work order automatically when a customer submits a portal request.

CRM+

Create a follow-up task or internal notification when a lead or quotation changes status.

Invoices, Quotations & Contracts

Send reminders for open quotations, alerts before a contract expires, or status-based invoice follow-up.

Plan	Automations included
Accelerate	2 automations included by default
Maximize	Unlimited Automations included
Any plan	Add Unlimited Automations as a separate Power-Up

Manual follow-up vs. OutSmart Automations

Step	Without OutSmart	With OutSmart
Job confirmation	Office staff manually calls or emails each customer	Automatic confirmation sent as soon as the job is planned
Follow-up jobs	Coordinator remembers to create them — often forgotten	Failed inspection or trigger event automatically creates next job
SLA alerts	Manually checked — often noticed after breach	Automatic alert sent before SLA deadline is reached
Recurring tasks	Diary reminder — dependent on one person remembering	Automated recurring work order at the configured interval
Internal handovers	Email or verbal — easy to miss in a busy team	Triggered notification to the right person at the right moment
Customer updates	Ad hoc, inconsistent, often skipped under pressure	Standardised — same experience for every customer, every time

Automate boring tasks

Because OutSmart performs these tasks automatically, your employees have more time for the work that really matters. Less time is lost on administrative hassle and teams can focus on quality and customer-oriented work.

In addition, automation contributes to professionalism. Customers notice that follow-up is consistent: confirmations arrive on time, invoices are never forgotten and internal tasks run more smoothly. This strengthens trust in your organization and results in higher customer satisfaction.

Practical example

A service company suffered from delays in invoicing: employees regularly forgot to send invoices after completing a job. With Automations, it is set up that an invoice is automatically created and sent as soon as the work order is completed. As a result, all invoices are processed on time, cash flow has improved and employees are rid of a recurring administrative task.

Benefits

Less manual administration and thus time savings.
Always consistent follow-up of tasks and communication.
Fewer errors through automatically executed actions.
More focus for employees on their core tasks.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

Frequently asked questions about OutSmart Automations

Workflow automation triggers actions automatically when a defined event occurs — for example, sending a customer confirmation when a job is scheduled, creating a follow-up work order when a checklist item fails, or escalating an overdue ticket to a manager. OutSmart Automations lets you configure these rules without writing any code.

Common automations include: customer appointment confirmations, post-job satisfaction surveys, SLA deadline alerts, follow-up work order creation from failed inspections, recurring maintenance job scheduling, internal handover notifications between departments, and reminder emails for outstanding quotes.

No. OutSmart Automations uses a visual rule builder — you select a trigger (e.g. "job status changes to Completed"), a condition (e.g. "job type is Maintenance"), and an action (e.g. "send satisfaction survey to customer"). No coding or IT support required.

Yes. Automations can send emails or SMS messages to customers at any point in the job lifecycle — appointment confirmation, technician on-the-way notification, job completion summary, invoice notification, or follow-up survey. Message templates are customisable.

Yes. If a technician marks a checklist item as failed, or if a specific job outcome is registered, OutSmart can automatically generate a follow-up work order, assign it to the right team, and add it to the planning board — without any manual intervention from the office.

You can configure automations to alert the responsible manager or dispatcher when a job is approaching its SLA deadline without being assigned or completed. This allows proactive intervention before a breach occurs, rather than discovering it in a report after the fact.

Yes. OutSmart keeps an automation log showing which rules triggered, when, and what action was taken. This is useful for auditing, troubleshooting, and demonstrating process consistency to customers or auditors.

Accelerate includes 2 automations by default. Maximize includes Unlimited Automations. You can also add Unlimited Automations as a separate Power-Up on any plan.

Every automation has four parts: a clear name, a trigger event, one or more criteria, and one or more actions — together they define when something happens and what OutSmart does next.

Yes — you can automatically send a confirmation email, notify planning, or create a work order the moment a customer submits a portal request.

Yes — common examples include reminders for open quotations, internal alerts before a contract expires, and status-based follow-up on invoices.

Yes — you can automatically create a follow-up task or internal notification when a lead or quotation changes status in CRM+.

Yes — all automations are managed centrally under Settings, where you can edit the trigger, criteria, or actions, or disable ones you no longer need.

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