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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. ⚙️

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.

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.

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)

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

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2. Paid/Closed Now (KPI)
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3. Invoice Found (Action)

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

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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.

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

Assign Action:

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:

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.
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