Summary
Learn how to create and manage invoice automation rules that automatically approve invoices or send them for property manager approval based on set criteria.
This article covers:
About invoice automation rules in Rules & Automations
Invoice automation rules help reduce manual work by automatically taking an action when an invoice matches the criteria you define. For example, you can create a rule to approve invoices under a certain amount or send invoices to the assigned property manager for approval when specific conditions are met.
Open Invoice Automation rules
Use the Invoice Automation page to view all rules and manage whether they are currently running.
Go to: Settings
Select Rules & Automations
Select Invoice Automation
On this page:
Active shows enabled rules
Inactive shows deactivated rules stored for later use
Select + New Rule to create a new rule
Tip: Use Inactive to pause a rule without losing the configuration. This is useful when processes change temporarily.
Create a new invoice automation rule
Create a rule to have Invoice Automate automatically action invoices that match your conditions.
Go to: Settings > Rules & Automations > Invoice Automation
Select + New Rule
In Rule Name, enter a short, clear name (for example, “Approve Water invoices under $300”)
(Optional) In Rule Description, add extra context for administrators
In Status, select Active or Inactive
Under To Action, configure the rule criteria and action
Select Save
Note: The filters under To Action change depending on what you select in Create rule for.
Choose what the rule applies to (Create rule for)
The Create rule for list controls the scenario and which fields appear.
In Create rule for, select one of these options:
An invoice with certain amount
An invoice from specific creditor
An invoice with certain accuracy
An invoice which requires property manager’s approval
Note: Some options add extra fields, such as invoice amount operators, accuracy thresholds, or additional conditions.
Configure rule filters
Use filters to narrow the rule to the right invoices.
Creditor Type
In Creditor type, select one:
Any
Water
Strata
EFT
Other
Creditor and Property (optional in some scenarios)
(Optional) In Creditor, select a creditor to target a specific supplier
(Optional) In Property, select a property to apply the rule to a single property
Note: When you select An invoice from specific creditor, the Creditor field is required.
Set amount conditions (Option and Value)
When you select a scenario that uses invoice amount, configure the operator and threshold.
In Option, choose one:
less than
less than or equal to
greater than
greater than or equal to
equal to
not equal to
In Value, enter the amount to compare against (for example, 300).
Set accuracy conditions (Accuracy option)
When you select a scenario that uses invoice accuracy, set the accuracy level.
In Accuracy option, select one:
Low
Medium
High
Choose the automation action (Then should)
The Then should field controls what happens when an invoice matches the rule.
In Then should, select one of the available actions:
Approve
Send for property manager’s approval
Note: Available actions can vary depending on the scenario selected in Create rule for.
Review the generated rule summary before saving
Invoice Automate displays a Your rule summary that describes the logic in plain language.
Read the Your rule text to confirm the conditions and action are correct
If the summary does not match what you intended, adjust your selections
Select Save
Edit an invoice automation rule
Edit a rule when you need to change its criteria, action, or status.
Go to: Settings > Rules & Automations > Invoice Automation
Find the rule in the Active or Inactive tab
Select the Edit (pencil) icon
Update the rule settings
Select Save
Deactivate a rule
Deactivate a rule to pause it while keeping it for later.
Go to: Settings > Rules & Automations > Invoice Automation
Find the rule in the Active tab
Select the Edit (pencil) icon for the rule
In Status, select Inactive
Select Save
Confirm the rule appears under the Inactive tab
Tip: Deactivation is useful when you need to stop a rule during process changes, audits, or temporary approval policies.
Delete an invoice automation rule
Delete a rule only when you are sure it will not be used again.
Go to: Settings > Rules & Automations > Invoice Automation
Find the rule in Active or Inactive
Select the Delete (trash) icon
In the confirmation window, select Yes
Note: If rules cannot be restored after deletion, deletion is permanent. If you are unsure, deactivate the rule instead.