Routines: what runs by itself, and when
Stabiso does a good part of the back office without anyone pressing a button. This page lists everything that runs on a schedule or by itself when something happens, what each routine may do and what it always leaves to a person. Times are UTC.
Two rules hold for every routine:
- It acts as someone accountable. A routine runs as the organization's system actor (the close job, renewals) or, for Autopilot, as the person who switched the outcome on. Its postings go through the approval policy like anyone's, so a second person approves what it books.
- It never does a person's act. No routine approves, closes or reopens a period, sends a document to a customer, releases a payment to the bank or files a tax return.
The daily job (05:00)
One job runs every morning for every organization that is not suspended, after the nightly ledger check and before the working day in Europe. In order:
| Step | What it does | Read more |
|---|---|---|
| Month-end close steps | For each company whose close schedule names steps for the job, and each recent period that has ended and is still open: makes the recurring invoices due, runs the bank matcher, runs depreciation, the FX revaluation and deferred tax on their due working day (skipping weekends and the company's country public holidays from data-vNext), runs the close checklist, writes the close memo, and rolls forecasts once a period is closed. Each step runs at most once a day. | Close automation |
| Renewal deals | Opens a deal for each subscription whose renewal has come due, and settles the open renewal deals with their renewals. It drafts sales records only. | Recurring revenue |
| Test copies | Refreshes the test copies whose schedule makes them due. | Test copies |
| Task reminders | Reminds each person of their tasks due today and of those overdue. | Notifications |
| Webhooks | Sends the webhook deliveries that wait, including retries that came due. | Webhooks |
| Autopilot | One pass of every outcome a person switched on, plus the work that events gave it. | Autopilot |
A step that fails is tried again the next day; one organization's problem never stops the others.
Each step is recorded: the close steps in the period's close status (job_log) and the audit trail,
Autopilot's passes on its Processes page.
When something happens
| Trigger | What runs | Read more |
|---|---|---|
| A bank statement is imported, a delivery note posted, a bill arrives as a file, a vendor activated, a bill posted, a recurring journal activated, an asset registered, a lead arrives, a deal is won | An Autopilot pass of the outcome concerned, when it is switched on | Autopilot |
| A change that concerns someone (a task given to them, a deal won, their approval request decided) | A notification in the app and, if they chose it, an e-mail within about a minute | Notifications |
| An invoice, credit note, bill or payment is posted, or a lead, deal, quote, task, subscription or support case changes | A signed webhook delivery to each endpoint that subscribed (19 event types), retried for about 42 hours when it fails | Webhooks |
| A vendor's bill is uploaded | The bill is read and drafted, with its vendor and order | Bill capture |
| Someone presses Run now on an outcome | An Autopilot pass, step by step on screen | Autopilot |
Every 15 minutes
Linked Gmail mailboxes are read: e-mails with customers and contacts go onto their timelines, and e-mails to a support queue's inbox become support cases (support desk, contacts). The same job also sends due task reminders and pending webhook retries. Test copies never read a mailbox or send outside the system.
Every night (02:30)
The ledger check verifies every company's tamper-evident chain of entries and that its trial balance still balances (ledger). A problem alerts the operator.
Recurring work you set up
These run when they are due, from the daily job or Autopilot, or when a person runs them:
| What | Who sets it up | Read more |
|---|---|---|
| Recurring invoices: the same invoice monthly, quarterly or yearly | A person; a second person approves the terms | Recurring invoices |
| Subscriptions: billing periods, renewals and changes | A person; a second person approves | Subscriptions |
| Recurring journals: rent, allocations, accruals that reverse | A person activates it, never an agent | Recurring journals |
| Depreciation of fixed assets, month by month | Registered assets | Fixed assets |
| Revenue recognition of contracts | Approved revenue contracts | Revenue contracts |
| Payment reminders and direct debit collections | The dunning levels and mandates | Statements and reminders |
Switching routines off
| Who | Switch |
|---|---|
| A person with the close permission | The steps the daily job runs for each company (its close schedule) |
| Whoever switched it on | Each Autopilot outcome, per company |
| An administrator | Each webhook endpoint; each test copy's refresh schedule; each linked mailbox |
| The platform operator | Suspending an organization (every routine skips it) or pausing the daily job for everyone |