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Many business processes depend on someone remembering to check a record, follow up on an outstanding item, or take action when something changes. When those steps are handled manually, they can easily become another task competing for an employee’s attention.
Acumatica Business Events can help automate many of those routine processes. Instead of relying on someone to continually monitor the system, a Business Event can watch for a specific condition and automatically respond when it occurs.
That response might be as simple as sending a reminder. Or it could go further by creating tasks, updating records, changing statuses, or initiating another action in Acumatica.
The key is identifying what should start the automation and what should happen next.
A Business Event is a rule configured within Acumatica that watches for a specific event or condition and then automatically responds.
In simple terms, the logic is: When this happens, do that.
Business Events can be used to:
Business Events are configured through Acumatica rather than custom coding, making them accessible to users who understand the business process and have the appropriate system access.
Each Business Event includes a few basic components: the trigger that starts the event, the data source Acumatica should monitor, and the subscriber, or action, that should take place.
One of the first decisions when creating a Business Event is determining what should cause it to run.
Acumatica offers three primary trigger types: record change, user action, and schedule. Each works well for different situations.
A record-change event runs when specified data changes in Acumatica.
This trigger works well when a change to a record should immediately lead to another step. For example, a business may want additional oversight whenever vendor payment information changes.
Suppose an employee receives a request to update a vendor’s remittance or banking information. Once the employee makes that change, a Business Event could automatically change the vendor’s status from active to inactive and notify the appropriate employee that the update needs to be reviewed.
The vendor can then remain inactive until someone verifies the information and reactivates the record.
This creates another layer of review without relying on employees to manually monitor vendor records for changes.
Other examples include sending remittance advice when a payment is released or initiating another process when the status of a purchase order or approval changes.
Sometimes the right time to automate a process is when an employee intentionally takes an action.
A user-triggered Business Event allows someone to initiate an automated workflow by selecting an action within Acumatica.
Consider the sales process. Once an opportunity is won, several people may need to take the next step. Instead of relying on the salesperson to notify everyone individually, closing the opportunity as won could automatically:
Those activities can also be attached to the opportunity so users can see what has been assigned, who owns each task, and its current status.
The same concept can apply to other processes. For example, a pricing manager could finalize a new price list and trigger an action that sends revised pricing to the sales team while creating tasks for representatives to revisit open quotes using older pricing.
Not every process depends on a record changing or an employee clicking a button. Sometimes the trigger is simply the passage of time.
Scheduled Business Events can run at a set frequency, such as daily, weekly, or monthly.
Approvals are one example. Sending an individual email each time something enters an employee’s approval queue could quickly become overwhelming. Instead, a scheduled Business Event could send one consolidated reminder each morning listing everything that the employee still needs to review. The notification could also include a link that takes the employee directly to their outstanding approvals in Acumatica.
Scheduled events can be configured based on factors such as frequency, execution time, start date, expiration date, and time zone.
This type of automation can also support processes such as timesheet reminders. Employees with missing time entries could receive a weekly message showing which days still need to be completed before payroll processing.
Notifications are often the first use case organizations consider, but Business Events can do considerably more.
Subscribers determine what happens after the trigger occurs. Depending on the process, Acumatica can send a message, create a task, execute an action, or use an import scenario to update information within the system.
Import scenarios can be especially useful when the goal is to change data instead of simply telling someone that something happened. They can update statuses, modify records, or create new records automatically.
That opens the door to automating processes that currently require employees to complete several repetitive steps.
You don’t have to begin with a complicated workflow to get value from Business Events.
Look at the processes employees already manage every day. Where are people regularly checking the same screen? What dates do they have to remember? What changes require someone to send an email? What information gets passed from one department to another after a certain action occurs?
Those are often good candidates for automation.
From there, think through three questions:
| What should start the process? | Is it a record change, an employee action, or a specific date and time? |
| What information should Acumatica monitor? | Identify the data or Generic Inquiry that contains the information needed for the event. |
| What should happen next? | Decide whether the system should send a notification, assign a task, update data, create a record, or initiate another action. |
Once those pieces are defined, Business Events can turn many routine follow-ups into automated workflows.
Many organizations already have the information they need inside Acumatica. The challenge is making sure someone notices it at the right time and takes the next step.
Business Events can help bridge that gap. Whether you’re monitoring vendor changes, coordinating next steps after a sale, reminding employees about approvals, or tracking upcoming deadlines, they can allow Acumatica to take on more of the repetitive monitoring and follow-up that employees currently handle themselves.
The result is a system that does more than store information. It can actively help move work forward.
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