Built-in automations: what is on by default and how to change them

In this article

Where to find them

Click Automations in the menu on the left. Under My Automations, the built-ins are grouped as Estimates, Invoices & getting paid, New customers & win-back, Appointments and Receipts & required. Each row says in plain words what starts it and when it goes out.

Every built-in and how it starts

"Starts" is the setting for a brand-new business. Your own switches may differ.

Automation	What it sends	Starts
Estimate	The estimate email, when an estimate is created.	Off
Estimate reminder	A reminder 7 days after the estimate was created.	Off
Estimate reminder 2	A second reminder 1 month after.	Off
Estimate reminder 3	A last reminder 60 days after.	Off
Estimate expired	A note to the customer when the estimate expires.	Off
Invoice	The invoice email, when an invoice is created.	Off
Payment reminder	A reminder 7 days after the invoice was created.	Off
Overdue invoice	A notice when the invoice becomes overdue.	Off
Overdue invoice reminder	A reminder 1 month after the invoice was created.	Off
Final overdue reminder	A last reminder 60 days after.	Off
Welcome email	An email with the customer's portal link, when you send a portal invitation.	On
Text invitation	The same invitation by text.	On once texting is registered
Feedback request	An email 3 days after a job is completed.	Off
Lost customers	An email when a customer has gone quiet, 30 days after their last visit.	Off
Appointment scheduled text	A text with the time, when an appointment is scheduled.	On once texting is registered
Visit scheduled text	A text with the time, when a visit is scheduled.	On once texting is registered

Estimate reminders go out only while the estimate is still waiting for approval. Payment and overdue reminders go out only while the invoice is still unpaid. Once the customer approves or pays, the rest are dropped. Drafts are never emailed automatically.

The Estimate and Invoice rows only control the automatic email when one is created. When you send an estimate or invoice yourself, it's emailed either way.

Required emails

The Receipts & required group holds emails customers need, so they show 🔒 On and can't be switched off: the service invoice, receipts, payment failed and refunded notices, updated estimates and invoices, job request confirmations, appointment confirmations and cancellations, visit notices, bank and card verification notices, and an email when a Chat message has waited unread for 30 minutes.

Their design comes from BizBaby, with your logo and colours from Email design. Click ⋯ on a row to Preview it or Send test.

Change a built-in

• Switch it on or off with its Active switch. A switched-off row keeps its settings; anything it had waiting is canceled.
• Change the words or layout: click ⋯ → Email design. See Set up your email templates and sender details.
• See it or try it: ⋯ → Preview shows it as your customer will, and ⋯ → Send test sends it to you.
• Change when it goes out: you can't. What starts a built-in and its timing are fixed. Switch it off and create your own automation with the timing you want. If yours sends the same email as a built-in that is still on, BizBaby warns you first.

Built-in automations can't be deleted, only switched off. Built-in rows (not Required ones) wait for your working hours, so customers don't get an email at 2 am.

Built-in texts

The three built-in texts show 🔒 Off with a red ! until your business number is registered for texting, which US carriers require. Point at the lock (tap it on a phone) to see why, and click Register. See Text messaging registration (A2P 10DLC).

Related

• How automations work
• Email and text notifications to customers
• Set up your email templates and sender details
• Why a customer didn't get an email or text