Receipt-triggered automations

Receipt-triggered automations let you start an automation whenever a receipt is created or its status changes in SwiftFox. This turns financial activity into a trigger, so you can send payment confirmations, flag failed payments, update custom fields, or run delayed follow-ups based on what happened with a receipt.

Receipt-triggered automations are built on the same automation canvas as every other automation. The difference is that the trigger is a receipt rather than a form, custom field, address or contact detail change. Because receipts record payments, this trigger connects payment activity directly to automated communications.

What you can do with a receipt trigger

• Trigger an automation whenever a receipt is created or its status changes.
• Route different receipt outcomes (for example, successful vs failed payments) down different paths using conditional branches.
• Run the standard automation actions — update custom fields, send an email, send a text message, create a task, create a post, manage categories, split by record type, and apply time delays.
• Filter on detailed receipt attributes so each path matches a specific financial scenario.
• Insert receipt-specific merge field values into emails and text messages for accurate financial communications.

Receipt triggers always use conditional outcomes

When you choose Receipt as the trigger in the Add a trigger panel, SwiftFox shows a Trigger requires conditions. notice. It explains that conditional branches will be added automatically based on receipt statuses, and that you can use filters such as line type to tailor the actions for each status.

After you click Add trigger, an Add conditions (If/Then) step is created automatically with two default branches:

• Success
• Failed

These two outcomes form the base structure for a receipt-driven automation. You can rename them, customise their conditions, or add more. Beneath the step, the canvas also shows an Otherwise path for anything that matches none of the outcomes, and you can add actions under it too.

If you later reopen the trigger (its ⋮ menu → Edit), the panel shows the same notice and its button reads Save trigger.

Creating a receipt-triggered automation

1. Go to Automations in the left menu.
2. Click Create automation.
3. Click the Trigger automation node and click Receipt (under When something happens) in the Add a trigger panel.
4. Note the Trigger requires conditions. notice.
5. Click Add trigger and review the two default branches that are created automatically — Success and Failed.

Editing and adding conditional outcomes

1. Open the ⋮ (Settings) menu on the Add conditions (If/Then) step and choose Edit (the menu also offers Delete). The Create conditional outcomes panel opens.
2. Review each outcome's existing conditions — for example, a Failed outcome checks Status include Failed.
3. Add additional outcomes with Add Outcome as required, and give each an Outcome Name.
4. Under Apply outcome when:, choose All conditions are met or One condition is met for each outcome.
5. Under Add conditions, select Add Condition and configure the receipt-based Field / Modifier / Value(s) filter you want for that path.
6. Click Save action to keep your changes, or close the panel without saving to discard them.

Full detail on outcomes and conditions: Conditional outcomes & branching.

Available receipt filters

The Field dropdown for a receipt condition offers:

• Status — the receipt status: Failed, Refunded, Replaced or Success.
• Line type — the type of line on the receipt.
• Subscription category — the values are your account's own subscription categories.
• Line comments
• Total amount
• Payment method
• Target Email Address
• Target Mobile Number
• Name / Full Name

Choose a Modifier and a value to build each condition. The modifiers depend on the field: select-type fields such as Status and Subscription category offer include or exclude, and you pick one or more Value(s) as chips; text fields such as Line comments offer is, contains or does not contain, and you type the Value.

Adding actions to a receipt automation

1. On the canvas, under an outcome's path (or the Otherwise path), click Add action. The Add an action panel opens.
2. Click the action you need. The panel groups them as Paths and timing (Add conditions, Delay, Find people and organisations), Update records (Create a task, Create post, Manage categories, Update custom fields) and Send a message (Send an email, Send a text message). Split by record type is also offered on a receipt path, because a receipt can belong to a person or an organisation: use it before Update custom fields so each record type gets the right field.
3. Configure the action and click Add action. Full detail on each action: Automation actions.

Using receipt merge fields in emails and text messages

When you configure an email or text message action in a receipt automation, receipt-specific merge field values become available.

1. In the message editor, type the @ symbol.
2. Select from the available receipt merge field values.

The full list of merge field values offered for a receipt trigger is in Merge fields availability & limitations by trigger.

How receipt automations fit together

• Receipt automations run from the receipts recorded in SwiftFox.
• Conditional outcomes mirror real-world financial scenarios, such as successful and failed payments.
• Receipt merge field values align with the receipt data used in reporting and exports.
• Receipt automations can be combined with other automation logic and actions to build a complete journey.
• Common uses include payment confirmations, failed-payment notices, donor acknowledgements, and subscription workflows.

FAQs

What triggers a receipt automation?

A new receipt being created, or a receipt's status changing. The conditional outcomes then decide which path it follows.

Do receipt automations require conditions?

Yes. Receipt triggers always build around conditional outcomes.

Can I trigger different actions for failed and successful payments?

Yes. Default Success and Failed outcomes are created automatically and can be customised or expanded.

What receipt details can I filter on?

Status, line type, subscription category, line comments, total amount, payment method, target email address, target mobile number, name and full name.

Can I personalise emails and text messages using receipt data?

Yes. Receipt-specific merge field values are available in both email and text message actions (type @ to insert them).

What is this feature commonly used for?

Payment confirmations, failed-payment notices, donor receipts, and other finance-driven workflows.