Automate Your Dispatch Operations
Build powerful automation rules with a visual drag-and-drop builder. Define what should happen when jobs, drivers, or vehicles change — and let Waybill handle the rest.
Visual Workflow Builder
Create automation rules by connecting nodes on a canvas. No coding required. Each rule follows a simple pattern:
- Trigger — What event starts the rule? A new job, a status change, a schedule firing, and more.
- Conditions — Should the rule run? Check fields, compare values, and combine checks with AND/OR logic.
- Actions — What happens next? Send a notification, change a status, assign a driver, update a field, and more.
Drag nodes from the palette, connect them with edges, and your rule is live. Edit, disable, or duplicate rules at any time.
5 Event Triggers
Rules fire automatically when something changes in your operation. Choose from five real-time event triggers.
Job Created
Fires when a new job is added to the system. Immediately route, notify, or auto-assign based on job details.
Job Status Changed
Fires when a job moves between statuses — pending, assigned, in transit, completed, or cancelled.
Job Assigned
Fires when a driver and vehicle are assigned to a job. Trigger follow-up notifications or status updates.
Driver Status Changed
Fires when a driver goes available, on break, or offline. React to driver availability in real time.
Vehicle Status Changed
Fires when a vehicle changes to active, in maintenance, or out of service. Auto-reassign or alert operations.
Scheduled Triggers
Not everything is event-driven. Scheduled triggers run your rules on a recurring basis — every 5 minutes, every hour, or on any custom interval you define.
Combine a schedule with a query scope to target specific items:
- Unallocated jobs — Jobs that have no driver or vehicle assigned yet.
- Jobs missing a vehicle — Jobs assigned to a driver but still need a vehicle.
- Overdue jobs — Jobs past their requested pickup time that haven't been completed.
- Idle drivers — Drivers marked as available but not currently assigned to any job.
13 Built-In Actions
Every rule ends with one or more actions. Chain multiple actions together for complex automations.
Send Notification
Alert dispatchers, drivers, or specific team members when conditions are met. Notifications appear in-app instantly.
Change Job Status
Automatically move jobs between statuses. Mark as assigned, in transit, completed, or cancelled based on rules.
Assign Driver
Auto-assign the nearest available driver to a job. Respects schedules, availability, and vehicle compatibility.
Assign Vehicle
Pair a vehicle with a job based on capacity, type, or custom criteria. Works alongside driver assignment.
Update Job Field
Set or modify any field on a job — priority, notes, tags, or custom fields. Keep records accurate automatically.
Update Driver Status
Change a driver's availability status. Set to on break, offline, or available based on shift patterns or events.
Update Vehicle Status
Mark vehicles as in maintenance or out of service when conditions are met. Prevent assignment of unavailable vehicles.
Send Email
Dispatch email alerts to team members, passengers, or external contacts with dynamic content from the triggering event.
Create Job
Automatically generate a follow-up job based on rules. Useful for return trips, recurring services, or escalations.
Log to Audit Trail
Record an entry in the audit log for compliance and review. Track why automated decisions were made.
Add Note
Append a timestamped note to a job, driver, or vehicle record. Document automated actions for your team.
Webhook
Send data to an external URL when a rule fires. Integrate with your existing tools, CRMs, or reporting systems.
Generate Customer Invoice
Automatically raise the customer invoice for a job — for example the moment it's assigned. Optionally issue it straight away, guarded so a job is never billed twice. Learn more →
Powerful Condition Engine
Conditions let you control exactly when actions fire. Build simple checks or complex logic trees with full flexibility:
- Field comparisons — Check any field: status equals "urgent", passenger count greater than 3, pickup suburb matches "CBD".
- AND / OR logic — Combine multiple conditions. "Priority is urgent AND pickup is within 5 km" or "Driver is idle OR shift is ending soon".
- Nested groups — Group conditions for complex scenarios. "(A AND B) OR (C AND D)" style logic without limits.
- Time-based checks — Compare against created time, scheduled time, or elapsed duration. "Job was created more than 30 minutes ago".
- Relationship checks — Inspect related data. "Assigned driver has fewer than 3 active jobs" or "Vehicle type is wheelchair accessible".
Real-World Use Cases
See how teams use workflow automation to eliminate manual tasks and respond faster.
Related Features
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