SapphireOne has introduced a powerful new automation feature designed to streamline business communication and reduce manual administration. The Email Trigger functionality enables SapphireOne users to automate outbound email processes directly from their SapphireOne datafile.
By integrating automated email delivery into core transactional workflows, organisations can improve accuracy, maintain consistency, and eliminate repetitive manual steps.
What Is SapphireOne’s Email Trigger?
The SapphireOne Email Trigger functionality allows emails to be automatically generated and sent when specific transactional events occur within the system.
Rather than manually preparing and sending invoices, statements, or payment notifications, users can configure the system to trigger emails automatically at predefined points in the workflow.
This ensures that customers receive timely communication without requiring additional user input.
The Email Trigger feature is accessed via: Utilities → Controls Inquiry
Types of Email Triggers Available
There are three primary Email Trigger categories available within SapphireOne:
- Invoice Trigger – Automatically sends invoices when a transaction is processed.
- Statement Trigger – Sends customer statements based on defined criteria.
- Payment Trigger – Automatically notifies clients of processed payments.
Each of these triggers supports specific automation settings that allow businesses to align communication timing with their operational requirements.
Trigger-On Settings
Within each Email Trigger category, users can define the specific event that activates the email.
The available Trigger On settings include:
- Conversion – When a document converts (e.g., Order to Invoice)
- Posting – When a transaction is posted
- Month End Processing – During end-of-period procedures
This flexibility allows organisations to decide precisely when communication should occur in the transaction lifecycle.
For example:
- An invoice email may trigger automatically when posted.
- Statements may trigger during month-end processing.
- Payment confirmations may send immediately upon posting.
Improving Workflow and Reducing Manual Entry
The introduction of Email Triggers enhances Workflow by:
- Eliminating manual document preparation
- Reducing administrative handling
- Ensuring consistent communication timing
- Minimising the risk of forgotten or delayed emails
By automating repetitive communication tasks, staff can focus on higher-value operational activities rather than routine transactional emails.
The functionality also reduces the risk of human error associated with manual document selection and attachment.
Enhancing Accuracy and Audit Integrity
Because Email Triggers operate directly from the SapphireOne datafile, all communications are tied to:
- The originating transaction
- The correct customer record
- The correct document version
This improves audit visibility and reduces discrepancies between system data and customer communication.
Automated email delivery also ensures that customers consistently receive the correct documentation at the appropriate stage in the transaction process.
Customisable to Suit Business Practices
One of the strengths of SapphireOne’s Email Trigger functionality is its configurability.
Businesses operate differently — some prefer invoices sent immediately upon posting, others prefer batch communication at defined times. SapphireOne accommodates both approaches.
Users can configure settings in line with their:
- Credit control procedures
- Month-end processes
- Accounts receivable workflows
- Internal approval processes
This flexibility allows Email Triggers to align seamlessly with existing business practices rather than forcing workflow changes.
A Practical Example
A typical use case may include:
- A sales order converts to an invoice.
- The invoice is posted.
- The Email Trigger automatically sends the invoice PDF to the client.
- The system logs the communication against the client record.
At month end:
- Customer statements are generated.
- The Statement Trigger automatically distributes statements to relevant customers.
- The communication history remains attached to each account.
This automation ensures consistency while maintaining complete transactional integrity.
Where to Configure Email Triggers
Email Trigger functionality is configured within: Utilities → Controls Inquiry
From this location, users can activate, modify, or manage the relevant trigger settings for Invoices, Statements, and Payments.
A Step Forward in ERP Communication Automation
The Email Trigger feature reinforces SapphireOne’s ongoing commitment to improving operational efficiency within its ERP, CRM, and Accounting framework.
By embedding communication automation directly within the transactional workflow, SapphireOne continues to provide practical tools that enhance productivity, reduce manual effort, and support structured business processes.