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Setting Up Global Automation Rules

Global automation rules define the baseline policies for automatically approving invoices across your entire system. This step-by-step guide walks you through configuring these rules for the first time.

Important

Only users with Finance Invoice Rules Edit permissions can configure automation rules. Contact your administrator if you need access.

Before you begin

Prerequisites

  • Finance Invoice Rules Edit permission
  • Understanding of your business approval processes
  • Knowledge of typical invoice amounts and patterns
  • Decision on automation strategy (conservative vs permissive)

Planning your rules

Before configuring rules, consider:

  • Risk tolerance: How much automation vs manual review do you want?
  • Invoice patterns: What are typical amounts and frequencies?
  • Supplier relationships: Do you have established trusted suppliers?
  • Cash flow protection: How much of owner funds should be protected?
  • Team capacity: How many manual reviews can your team handle?

Accessing automation rules

  1. Navigate to Finance > Invoices
  2. Look for the automation rules button (gear icon) in the toolbar
  3. Click the gear icon to access Invoice Automation Rules

Setup indicator

If automation rules haven't been configured, you'll see a red badge (1) on the gear icon indicating setup is needed.

Initial setup process

Step 1: Start configuration

When you first access automation rules, you'll see: - "No rules defined" message - Setup button

Click Setup to begin configuration. This enables edit mode and creates a default rule set.

Step 2: Configure maximum invoice amount

This sets the highest total amount that can be auto-approved.

Configuration:

  1. Toggle the switch to "enabled" (if not already)
  2. Enter amount in the currency field (e.g., £1,000)
  3. Consider your approval authority - what amount requires manual review?

Step 3: Configure maximum increase percentage

This prevents auto-approval of invoices significantly higher than recent similar ones.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set percentage (e.g., 15%)
  3. Consider normal price variation in your industry

Step 4: Configure rate limiting

This controls how many invoices from the same supplier to the same cottage owner can be auto-approved within a time period.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set maximum count (e.g., 3)
  3. Set time period in days (e.g., 7)
  4. Consider service patterns - weekly cleaning vs. one-off repairs

Recommended starting values:

  • Weekly services: 2-3 invoices per 7 days
  • Monthly services: 2 invoices per 30 days
  • Occasional services: 1-2 invoices per 14 days

Step 5: Configure owner funds protection

This prevents auto-approval of invoices that would consume too much of an owner's available funds.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set maximum percentage (e.g., 10%)
  3. Review look-forward months (typically 1-3 months)

Step 6: Configure relationship requirements

This determines if suppliers must be formally linked to properties before auto-approval.

Configuration:

  • Yes: Suppliers must be linked to cottage/owner in your database
  • No: Any supplier can have invoices auto-approved (if other rules pass)

Step 7: Configure minimum previous invoices from supplier

This ensures new suppliers have a track record before auto-approval begins.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set minimum number (e.g., 3)
  3. Consider your onboarding process for new suppliers

Step 8: Configure minimum previous invoices to cottage owner

This requires suppliers to have established relationships with specific property owners.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set minimum number (e.g., 1)
  3. Consider new property acquisitions and supplier expansion

Step 9: Configure AI confidence threshold

This ensures the system is confident about information extracted from uploaded files.

Configuration:

  1. Toggle the switch to "enabled"
  2. Set confidence percentage (e.g., 80%)
  3. Balance automation vs accuracy

Saving your configuration

  1. Review all settings to ensure they align with your business needs
  2. Click Save to apply the configuration
  3. Confirm the settings are saved successfully

The system will now use these rules to automatically evaluate incoming invoices.

Testing your rules

Monitor approval rates

Track these metrics over your first few weeks:

  • Percentage auto-approved: Should align with your automation goals
  • Percentage flagged for review: Should be manageable for your team
  • Processing accuracy: Auto-approved invoices should require minimal corrections

After initial setup

Immediate next steps

  1. Monitor for the first week - check approval/review ratios
  2. Review flagged invoices - understand why they needed manual review (see review process guide)
  3. Adjust rules based on initial patterns
  4. Train your team on reviewing flagged invoices

Troubleshooting initial setup

All invoices are being flagged for review

Possible causes:

  • Rules are too strict for your invoice patterns
  • Supplier relationships aren't properly configured
  • Invoice amounts exceed your limits

Solutions:

  • Temporarily increase amount limits
  • Review and adjust percentage thresholds
  • Verify supplier database setup

Too many invoices are being auto-approved

Possible causes:

  • Rules are too permissive
  • Missing required validations
  • Supplier relationship enforcement disabled

Solutions:

  • Lower amount limits temporarily
  • Enable stricter relationship requirements
  • Increase AI confidence thresholds

Next steps