How to create Triggers in Statements

Learn how to automate your reconciliation workflow with Triggers. You'll discover how to set conditions based on invoice properties, assign actions automatically and add comments without manual input. We'll walk you through creating triggers, understanding Xelix and Ledger columns and building custom actions to fit your team's needs. By the end, you'll know how to streamline repetitive tasks and focus on what matters. ⚙️

What are Triggers?

Triggers are an automation setting we've added to our Statements module to eliminate repetitive manual work by automatically handling actions and comments during reconciliation⁠⁠. Think of them as smart rules that watch your invoices and take action when specific conditions are met.

Triggers operate on a 'if this, then that' logic⁠⁠. You define conditions based on invoice properties (like status, payment state or custom ledger fields), and when an invoice matches those conditions, Triggers automatically perform the actions you've specified - whether that's assigning a reconciliation action, adding a vendor note or leaving an internal comment⁠.

Here are some automations you can create with Triggers:

Another missing PO number or invoice copy? → Automatically send vendors a message with your email address
Invoice has been paid? → Let your team know by automatically leaving an internal comment
Not fussed if the invoice dates don't match? → Automatically mark rec actions as "complete"
Invoice is on system but not on statement? → Create a custom action label and automatically mark as "Not on statement"

How to set up Triggers

In Statements Settings, head over to the "Triggers" tab. Here you'll see a column on the left where all your triggers will exist.

💡 Note: Your triggers follow a priority - the trigger at the top of the list will take priority over the triggers below. So if you have condition overlap (e.g. you have two triggers that fire an automated vendor note), the trigger positioned higher in the list will apply. The priorities will be numbered according to position in the list so you know your priority hierarchy.

Click 'Add trigger' in the left column or 'Create another trigger' in the centre to create a trigger. Then, create a name for your trigger, this will appear in the left column.

Trigger conditions: Xelix and Ledger column

Triggers allow you to assign action or add comments for invoices that fit a particular condition, which we segment by Xelix and Ledger column.

The Xelix columns are the same filters under the KPIs and Actions section of Columns and Filters in your reconciliation results page:

1. Status (Default)

Amounts don’t match
Invoice dates don’t match
Match
Not open on ledger
Not on statement
Unposted only
Missing

💡 Note: When your status is set to ‘missing’ Xelix default is to assign ‘request copy’ - you don’t need to assign this action

2. Paid/Closed Now (KPI)

- Yes/No

3. Invoice Found (Action)

Yes (different vendor/currency/division/deleted/reversed)/ No

💡Note: If you’d like us to include more columns, submit your feature request via support tickets or speak to your dedicated CSM

The Ledger columns are the same filters under the Ledger section of Columns and Filters in your reconciliation results page.

These can be any custom ledger columns included in your daily files e.g. Purchase Order, Matching Exception, Document type etc.

📌 Tip: Check our Rec results page: Ledger, Statement and Actions panel guide to learn more about the columns and filters available to you

Importantly, Triggers offers an ‘and’ functionality which lets you combine invoice properties. This means you can customise an action for an invoice that meets multiple Xelix and/or Ledger column conditions.

Actions you can automate

Triggers offers two actions you can automate: “Assign Action” and “Add comment”.

Assign Action:

Investigate
Request copy
Unposted
Completed
Paid
Your custom actions

Want to add a new action? Head over to the Fields & Actions tab next to Triggers and add your own customised actions, suited to your needs.

Next, when you select assign actions on Triggers, you will see the ‘add custom action’ button.

This is a popup synced to your Fields & Actions - so any custom actions made there will show up here. You also have the opportunity to add custom actions in the popup:

Add comment:

Vendor note
Internal note

When you select any of the comment actions, you will be prompted to compose the note.

💡 Note: There's a character limit for internal and vendor notes - max 250 characters. Remember to save your notes!

Want to explore more workflow automations in Statements? Check our guide on How to set Matching Tolerance to set an acceptable amount difference between your invoices and statements.