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Automations — setup guide

Automations are rules that run automatically when an email arrives or an invoice is created. This article explains how they're structured and how to build them.

6 min read Last updated April 2026

Where to find automations

Managed in Settings → Automations. You need automation.create to create or edit.

How automations are structured

Each automation has one or more rules. Each rule has:

A trigger — email arriving, or an invoice being created
Conditions — criteria the email or invoice must match
Actions — what Navigator does when conditions match

All conditions within a rule must match for actions to run.

Evaluation modes

Mode	What it does
All rules	Every rule is evaluated; multiple rules can match and apply their actions.
First match	Rules are evaluated in order. First match runs; subsequent rules skipped.

Trigger events

Email received — the rule runs when an inbound email arrives
Invoice created — runs when a new invoice is created

Conditions for email automations

Condition	What it checks
Subject matches	Email subject contains text or pattern
Sender matches	Sender's email matches value or pattern
Body matches	Email body contains text or pattern

Conditions for invoice automations

Condition	What it checks
Has NDIS support item	Invoice contains a line with the specified code
Service date matches	Service date matches specified value or range
Total over amount	Invoice total exceeds specified dollar amount

Actions for email automations

Action	What it does
Archive	Archives the email thread
Create task	Creates a task linked to the email
Apply tag	Adds tags to the email and any linked task

Actions for invoice automations

Action	What it does
Require review	Flags invoice for manual review. Sets status to "Review required" and creates a review task.

Step-by-step: building a simple automation

Example: auto-archive emails from a specific supplier's invoicing system after the invoice has been extracted.

Go to Settings → Automations.
Click New automation.
Name it (e.g. "Archive: supplier invoicing emails").
Set trigger to Email received.
Set evaluation mode to All rules.
Add a rule.
Add condition: Sender matches → enter sender email or domain.
Add action: Archive.
Save.

Common use cases

Goal	Trigger	Condition	Action
Archive marketing emails	Email received	Sender matches newsletter domain, or subject contains "unsubscribe"	Archive
Tag emails from a key supplier	Email received	Sender matches supplier email	Apply tag
Auto-create a task from a specific contact	Email received	Sender matches contact email	Create task
Flag high-value invoices	Invoice created	Total over $5,000	Require review
Flag specific support items	Invoice created	Has NDIS support item (code)	Require review

Tips for building automations

Test with specific conditions first. Narrow rules are safer than broad ones.
Use "First match" for priority ordering.
Combine conditions carefully. All must match — too many conditions means the rule may never fire.
Review automations periodically. Suppliers change emails; old conditions may stop matching.