How to send a text or email when an invoice, work order, or B2B order changes?

TB Books · settings · Last updated October 21, 2026 · Version 1

This process works in apps: TB Books, TB POS, TB Sync, TB CRM, TB WMS

This article will teach you how to create a workflow rule from a template for a review request, a new B2B order, or a status change.

Workflow Rules send a text, an email, or an in-app notification when something happens to an invoice, work order, quote, or B2B order. The page is a table of the rules you already created, plus New rule. New rule asks you to create from a template or from scratch. The templates are Review request, New B2B order, and Status change. The review link is set on the Review request rule. It is not a box above the list. Auto-add rules and bank rules stay on their own pages.

Workflow Rules lists saved rules. New rule offers a template or a blank rule. Review request is where you set the review link.

Steps

Open Settings, then Organization Settings, then Workflow Rules.
The Rules tab is a table of rules you already created. Activity shows what a rule sent or skipped.
Click New rule. Choose Create from template, or Create from scratch when none of the templates fit.
Choose Review request to text and email the customer 5 minutes after an invoice is finalized. On that rule, choose Use a saved link (the organization link, or a location that already has one) or Enter a new link, then Save review link, then Create rule.
A location can keep its own review link under Organization Settings, then Locations. Documents at that location use it. Every other location uses the organization link.
Choose New B2B order to text an employee, or a phone number you type, when a B2B order comes in. Pick that person or type the number, then Create rule.
Choose Status change to message the customer and your team when a work order, invoice, or quote is set to a shop status. Pick the status. If none are listed, add them in Books under Document Statuses, then come back and create the rule.
Use the On switch on a row to turn that rule off. Edit, duplicate, or delete it from the row menu.

Conclusion & best practices

Start from the template that matches the job. Set the review link only when you choose Review request, or when you edit a rule whose message includes the review link. Do not use Auto-add rules or Bank rules for these messages.