Automation rules let Receiptor AI do the repetitive work for you — labeling, exporting, filing, and more — without any manual steps. Set them up once and they run automatically every time a document matches your conditions.
Every automation rule has three components:
Trigger — what event starts the rule. Options: Document is created, Document is edited, Document is deleted, All, or On Schedule (for time-based runs).
Conditions — optional filters that narrow which documents the rule applies to. You can filter on any document field: vendor, amount, document type, payment status, label, source, and more.
Actions — what happens when the trigger fires and conditions are met. Options: Send Email (forward the document), Store In (save to Google Drive or Dropbox), Send to Integration (push to Xero or QuickBooks), or Set Value (update any field on the document, such as a label or category).
A rule can have multiple conditions and multiple actions.
Go to Automations in the left sidebar.
Click Create Rule.
Choose how you want to build it: with the AI Generator (recommended for most users) or manually.
Click AI Generator.
Describe what you want in plain English — for example: “Label any receipt from Amazon as ‘Software’ and export it to Xero.”
Receiptor AI generates the rule for you. Review the trigger, conditions, and actions.
Click Save to activate the rule.
Click Build Manually.
Select a Trigger from the dropdown.
Add one or more Conditions using the condition builder. Choose a field, operator (is, is not, contains, greater than, etc.), and value.
Add one or more Actions. For each action, choose the action type and configure its settings.
Click Save.
Receiptor AI includes ready-made automation presets for the most common use cases — things like syncing new documents to Xero or saving everything to Google Drive. Go to Automations to browse available presets and turn them on with a single click, no configuration needed.
Every time a rule fires, Receiptor AI logs the event in Automation Runs. This gives you full visibility into what happened to each document.
To view runs, go to Automations and click Runs (or click into a specific rule and open its Runs tab).
For each run you can see:
Document — which document triggered the rule
Rule — which rule fired
Status — whether the run succeeded or failed
Timestamp — when it ran
Details — what action was taken and on what document fields
This is useful for auditing, troubleshooting rules that aren’t behaving as expected, or simply confirming that a document was exported or labeled correctly.
Trigger: Document is created
Condition: Vendor contains Notion, Figma, GitHub, AWS (add each as a separate condition with OR logic)
Action: Set Value → Label → Software
Every time a receipt from one of those vendors is extracted, it gets the “Software” label automatically.
Trigger: Document is created
Condition: Document Type is Invoice
Action: Send to Integration → Xero
New invoices land in Xero as Bills the moment they are extracted, with no manual export step.
Trigger: On Schedule → Every Monday at 8:00 AM
Conditions: Date is within the past 7 days
Action: Send Email → your accountant’s email address, format CSV
Your accountant receives a weekly digest automatically without you doing anything.
Q: What happens if a document matches more than one rule?
A: All matching rules run. There is no conflict, each rule executes independently with a priority you can define.
Q: Can I pause a rule without deleting it?
A: Yes. Use the toggle next to any rule in the Automations list to enable or disable it.
Q: Does the Send Email action require any special setup?
A: Yes. To auto-send emails, you need to authorize email sending permissions on your connected inbox. Go to Settings > Inbox Settings > Permissions > Authorize email sending.
Contact us via the in-app chat or at [email protected].
