Every step in a flow pairs an action with a trigger — the action is the thing the flow does, and the trigger is when it happens. This article is a complete reference to every flow action, what it does, and how to configure it.

A flow is built from steps, and each step is one action plus one trigger. When you add or edit a step, you configure both in the Flow Actions panel — a side panel with a Search actions bar and actions organized under category headings.

The same actions are available whether you're editing a flow template at Flows ➔ Flow Templates or a flow applied directly to a project (the Flows tab inside a project).

When you open an action to add or edit it, the panel header shows the action name along with Cancel and Create (for new steps) or Save and Delete (for existing steps).

The 15 available actions are organized into seven categories in the Flow Actions panel:

The Communication category contains actions for sending messages to your contact.

Send Email sends an email to your contact with no form attached.

Configure the Subject and the Email Body using the rich email editor, which includes a template picker and smart-field toolbar. Choosing a saved email template loads its content into the editor. Any edits you make here apply only to this flow step — they don't change the saved template at Messages ➔ Custom templates.

This action supports manual approval.

Good to know:

The Forms & Contracts category contains actions for sending documents that require client review or signature.

Send Form sends a sub-agreement, questionnaire, proposal, or uploaded PDF form to your contact.

Use the Form Selection picker to choose the form. Then choose a Form Delivery option:

When "Send email and apply to portal" is selected, the email Subject and Email Body fields appear. The body must include the form-link smart field {​{form | formLink}}. If it's missing, a yellow reminder appears with a button to copy the token in one click.

This action supports manual approval.

Good to know:

Send Contract sends a contract or sub-agreement to collect your contact's signature.

Use the Contract Selection picker to choose the document, then choose a Contract Delivery option (the same three options as Send Form). When emailing, the body must include the contract-link smart field {​{job | contractLink}}. A yellow reminder appears if it's missing.

This action supports manual approval.

Good to know:

The Scheduling category contains actions for sending appointment booking links to your contact.

Send Scheduler sends a scheduling link so your contact can book an appointment.

Use the Scheduler picker to choose a scheduler template or scheduler group — both are available from the same dropdown. Then choose a Scheduler Delivery option (the same three options as Send Form and Send Contract).

When emailing, the subject and body pre-populate from the selected scheduler's custom email settings, falling back to your workspace's default scheduler email. The body must include the scheduler smart-field link: {​{scheduler | schedulerLink}} for a template, or {​{schedulerGroup | schedulerGroupLink}} for a group. A yellow reminder appears if it's missing.

This action supports manual approval.

You can also start a flow from a public scheduler without sending a link — that article covers how scheduler-initiated flows work.

Good to know:

The Finance & Billing category contains actions for sending or creating invoices on the project.

Send Primary Invoice sends the primary invoice already on the project.

Configure the Subject and Email Body. The body must include the invoice smart-field link {​{job | invoiceLink}}. A yellow reminder appears if it's missing.

This action supports manual approval.

Good to know:

Create Invoice creates a new custom invoice on the project.

The Invoice row shows a live summary of the invoice's items and total, with an Edit Invoice button that opens the Edit Invoice modal. Inside the modal you can add packages, add line items, apply discounts, and write a note. Click Done to close the modal and return to the action panel.

To apply a payment plan to this specific invoice, use the Payment Plan selector. This applies an existing payment plan template to this invoice.

To send the invoice to your contact, turn on the Send invoice to contact toggle under Contact Delivery. When this is on, Subject and Email Body fields appear. The body must include {​{job | invoiceLink}}.

This action supports manual approval.

Good to know:

The Tasks category contains actions for creating internal tasks on the project.

Create Task creates a task for you or a team member to complete.

Write the task content in the Task Body field, which supports basic text formatting and smart fields from the Project and Client categories.

Under Task Options you can:

View flow-created tasks on the Tasks page, the Home page, or in the project's Tasks and Flows tabs.

Good to know:

The Project Management category contains actions that change the state or visibility of a project.

Update Project Status moves the project into a new status.

Click the Select a project status button to open a searchable list of your statuses. To create or manage statuses, go to the Manage view (gear icon) on the Projects page.

Good to know:

Add Project Tags adds one or more tags to the project.

Use the Tag Selection multi-select to choose tags. You can create a new tag directly from the picker, or manage tags via the Manage view on the Projects page.

Good to know:

Archive Project moves the project to archived and pauses its flows.

There are no configuration fields for this action beyond the trigger.

Good to know:

Activate Portal grants your contact access to their client portal.

There are no configuration fields beyond the trigger. Activating the portal does not send any email or notification on its own — follow this action with a Send Email step that includes the portal smart-field link so your contact knows how to log in.

Good to know:

Deactivate Portal removes your contact's access to their client portal.

There are no configuration fields beyond the trigger.

Good to know:

The Flow Control category contains actions that affect the timing and progression of the flow itself.

Pause Flow pauses the flow until you manually resume it.

There are no configuration fields. While the flow is paused, no actions will be triggered and no tasks will be created.

To resume, open the project's Flows tab and set the paused flow back to Active. For more on unpausing it and other flow management options, see the article on managing your flows.

Good to know:

Hold Actions Until holds subsequent "after all previous actions completed" actions in the flow until a specific condition is met. Use it as a checkpoint — a spot where the flow pauses on its own and waits for something to happen before it continues.

There are no additional configuration fields. The condition is set on the action's trigger: choose the trigger that describes what you're waiting for (for example, after the client signs the contract), and the flow holds at this step until that condition is satisfied. You can chain multiple Hold Actions Until steps in a row to wait on more than one condition.

Example: You send a contract at the start of a project, but you don't want the onboarding questionnaire to go out until the client has actually signed. Add a Hold Actions Until step with its trigger set to after the contract is signed, then place your Send Form action after it. The questionnaire stays held until the signature comes in, then the flow continues automatically.

Holding for multiple conditions: Because each held action waits for "after all previous actions are completed," you can stack Hold Actions Until steps to require that every condition is met before the flow moves on — in other words, an AND. To hold a project until the client has both signed the contract and made their first installment payment:

The flow clears the first hold once the contract is signed, then waits at the second hold until the payment arrives. Only when both are done does it continue to the next action. The order of the two holds doesn't matter — both must be satisfied either way.

Good to know:

Start A New Flow applies and starts another flow on the project.

Use the Flow Selection picker to choose the flow to start. To create flows that can be selected here, go to Flows ➔ Flow Templates.

Good to know:

Several actions include a Manual Approval section with a toggle labeled Require manual approval to complete this action. When this toggle is on, the flow remains active but temporarily stops at that step until you approve it — giving you a chance to review and customize the email or form before it goes out.

Manual approval is available on: Send Email, Send Form, Send Contract, Send Scheduler, Send Primary Invoice, and Create Invoice. For a full walkthrough of how approvals work and how to approve pending actions, see the article on controlling flow automation with approval and tasks.

Create task actions won't show a due-date field during configuration. Once the flow runs and creates the task, you can set a due date on that task by editing it from the main Tasks app or by heading to the Tasks tab within the associated project.

Deleting the task marks it as complete in the flow — with a timestamp equal to the deletion time — but the flow does not advance automatically. If a later action is waiting on the "after all previous actions are completed" trigger, it won't fire on its own. Complete the task instead of deleting it to keep the flow moving. For more detail, see the article on completing tasks and keeping a flow moving.

A project status the Update Project Status action was set to use has been deleted. Edit the action to select a valid status, then unpause the flow.

Applying a payment plan isn't a flow action — it's a top-level setting on the flow template itself, set once for the whole flow rather than added as a step. You can also apply a payment plan inside an individual Create Invoice action using its Payment Plan selector. For how these two settings interact — including how the installment trigger works — see the article on flows with payment plans.

No. You can use Start A New Flow to apply a second flow to the same project, but events or actions in one flow can't directly trigger steps in another.