G.J. Software automatically generates To-Do tasks when specific events occur across the platform. These event-driven tasks ensure that the right people are notified at the right time — whether a job milestone is reached, an insurance expiry date approaches, or a Xero integration issue requires attention.
How triggers work
The system monitors a defined set of events across job management, accounting integration, subcontractor compliance, sales activity, and administrative operations. When a trigger event occurs, the system identifies all users who hold the appropriate To-Do permissions and creates a task for each of them.
Each auto-generated task includes a descriptive subject line that references the specific record involved (e.g., the job number, invoice number, or contact name). The user does not need to configure individual triggers — the system activates them based on the permissions assigned to the user's account.
Note: Auto-generated tasks appear in the user's To-Do workbox alongside manually created tasks. The user manages both types in the same way: completing, passing, or deleting them from the task list. See Managing To-Do Lists for details.
Configuring To-Do triggers
To-Do trigger subscriptions are managed through office role permissions. To configure which trigger types a role receives, navigate to Setup > Manage > Office Roles and Permissions and select the To-dos tab. Editing office roles and permissions requires the appropriate administrative access.
To-Dos can also be configured under schedule templates. For any schedule type — construction, pre-construction, sales, or maintenance / warranty — a To-Do notification can be added to a schedule task so that the assigned user receives a task when that schedule item becomes due.
Tip: Do not subscribe to every available To-Do trigger. Subscribing to all triggers can lead to a high volume of tasks, many of which may not be relevant to your role. Configure only the triggers that are meaningful to your day-to-day responsibilities.
Job lifecycle triggers
The following triggers fire when key milestones occur during a job's lifecycle, from initial creation through to contract start.
Task | Description |
DPP Job has been created - [Job Number] | The system creates a task when a new DPP Job is created. The task includes the job number. |
Sale has been completed for Job [Job Number] | The system creates a task when a sale is completed for a specific job. The task includes the job number. |
Estimate for Job Number [Job Number] has been re-done! | The system creates a task when re-estimation of a job is initiated. The task includes the job number. |
Contract Start Date for Job [Job Number] is set | The system creates a task when the contract start date for a job is set. The task includes the job number. |
Contract Start Date for Job [Job Number] has been changed | The system creates a task when the contract start date for a job changes. The task includes the job number. |
Xero integration triggers
The platform monitors the Xero accounting integration for data discrepancies, unauthorised changes, and synchronisation conflicts. When the system detects an issue, it generates a To-Do task so the user can investigate and correct the problem.
The table below lists the Xero-related triggers. Tasks that begin with "Xero Issue" indicate that the system cannot automatically resolve the problem, and you must intervene manually.
Task | Description |
Xero - New Contact | A new contact has been created in Xero as a result of entering a new transaction. The task includes the contact name. |
Contact is made Active - Activate in Xero | A contact has been activated in the system. The user must manually activate the contact in Xero. The task includes the contact name. |
Xero - Contact overwritten in Sales Invoice | The contact has been overwritten in a sales invoice in Xero. The task includes the invoice number. |
Xero - Line item(s) overwritten in Sales Invoice | Line items have been overwritten in a sales invoice in Xero. The task includes the invoice number. |
Xero Issue - Correct Line item(s) in Sales Invoice | Line items have been changed in a sales invoice in Xero, and the system cannot automatically fix them because of payments. The task includes the invoice number. |
Xero - Line Amount overwritten in Sales Invoice | The line amount type has been overwritten in a sales invoice in Xero by a user who lacks authorisation. The task includes the invoice number. |
Xero Issue - Correct Line Amount Type in Sales Invoice | The line amount type has been changed in a sales invoice in Xero, and the system cannot automatically fix it because of payments. The task includes the invoice number. |
Xero - Quantity overwritten in Sales Invoice | The line quantity has been overwritten in a sales invoice in Xero. The task includes the invoice number. |
Xero - Account overwritten in Sales Invoice | The account code has been overwritten for a sales invoice in Xero. The task includes the invoice number. |
Xero Issue - Account changed in Sales Invoice | The account code has been changed for a sales invoice in Xero, and the system cannot automatically fix it. The task includes the invoice number. |
Xero - Job Number overwritten in Sales Invoice | The job number has been overwritten in a sales invoice in Xero. The task includes the invoice number. |
Xero Issue - Job Number changed in Sales Invoice | The job number has been changed in a sales invoice in Xero, and the system cannot automatically fix it. The task includes the invoice number. |
Xero Issue - Cost Center added in Sales Invoice | A cost center number has been used in line items for a sales invoice in Xero, and the system cannot automatically fix it. The task includes the invoice number. |
Xero - Sales Invoice Number overwritten | The sales invoice number has been overwritten in Xero. The task includes the invoice number. |
Xero Issue - Sales Invoice Number changed | The sales invoice number has been overwritten in Xero, and the system cannot automatically fix it. The task includes the invoice number. |
Xero Issue - Sales Invoice Created - [Office Name] | A user from a specific office has added a sales invoice with a job number in Xero without authorisation. The task includes the office name, invoice number, and job number. |
Xero Issue - Sales Invoice Synchronisation Conflict | A user has edited a sales invoice number in Xero during synchronisation. The issue requires manual correction through the Builder Portal Claim / Draw information. The task includes the invoice number. |
Xero Issue - Sales Invoice - Allocation from not existing Credit Note | An allocation from a non-existing credit note has been added to a sales invoice. The user must correct this manually in Xero. The task includes the invoice number. |
Xero Issue - NOT existing Job number archived | A non-existing job number has been created and used by a user in Xero. The system has archived the job. |
Xero Issue - NOT existing Cost Center archived | A non-existing cost center has been used by a user in Xero. The system has archived the cost center. |
Xero Issue - Reversed Claim / Draw is NOT Voided | A Claim / Draw has been reversed but has not been voided in Xero, likely because of a partial or full payment. The task includes the invoice number. |
Subcontractor and insurance triggers
The system monitors subcontractor compliance dates and builder's insurance expiry to ensure that regulatory and contractual obligations are met before they lapse.
Task | Description |
Subcontractor has expired | A subcontractor's registration or compliance has expired. The task includes the subcontractor name and expiry date. |
Sub-contractor expiry events are approaching | A subcontractor is approaching its expiry date. The task includes the subcontractor name and expiry date. |
Builder's Insurance Expires on [Expiry Date] | The builder's insurance is approaching its expiry date. The task includes the specific expiry date. |
Builder's Insurance Expired on [Expiry Date] | The builder's insurance has expired. The task includes the expiry date. |
Sales and CRM triggers
The following triggers support the sales workflow by alerting users when new sales folders are created, meetings are scheduled, or follow-up actions are due.
Task | Description |
Sales Folder [Sales Folder Name] has been created | A new sales folder has been created. The task includes the sales folder name and the contact name. |
Meeting Create [Contact Name]: [Location] ([Meeting Date] [Meeting Time]) | A meeting with a specific contact has been created. The task includes the contact name, location, date, and time. |
Follow-up due for [Contact Name] | A follow-up with a specific contact is due. The task includes the contact name and the follow-up date. |
Variation / Change Order and Claim / Draw triggers
The system generates tasks when a Variation / Change Order is approved or reversed, and when a Claim / Draw is due for a job.
Task | Description |
Variation [Variation Number] has been approved for Job [Job Number] | A Variation / Change Order has been approved for a specific job. The task includes the variation number and the job number. |
Variation [Variation Number] has been reversed for Job [Job Number] | A Variation / Change Order has been reversed for a specific job. The task includes the variation number and the job number. |
Claim is due for Job [Job Number] | A Claim / Draw is due for a specific job. The task includes the job number. |
Administrative triggers
These triggers cover changes to bank accounts, price books, Council / County approval dates, master zone fees, and template overrides.
Task | Description |
Bank account number changed | A user has changed bank account details for a specific account. The task includes the user name and the contact name. |
New Price Book has been created | A user has created a new price book. The task includes the user name and the price book name. |
Council / County Approved Date has been changed | A user has changed the Council / County Approved Date for a specific job. The task includes the user name and the job number. |
Master Zone fee has been changed | A master zone fee has been changed for a specific master zone. The task includes the master zone name and a link for approval. |
System Email Template [Template Name] is Overwritten | A Corporate or Master user has overwritten a system email template. The task includes the template name and a link to the overwritten version. |
Job Email Template [Template Name] is Overwritten | A Corporate or Master user has overwritten a job email template. The task includes the template name and a link to the overwritten version. |
Layout Template [Template Name] is Overwritten | A Corporate or Master user has overwritten a layout template. The task includes the template name and a link to the overwritten version. |
Task: [Document Name] is ready for download | The system has finished processing a large document batch — such as job orders, purchase orders, or financial reports — in the background. The task includes a link to download the generated documents. |
Schedule triggers
The system creates tasks when new activities are scheduled on a job's construction schedule or when tasks are scheduled for a sales folder.
Task | Description |
Stage: [Stage] Activity: [Activity] Starts on [Date] | A stage or activity on the construction schedule starts on a given date. The task includes the stage name, activity name, and start date. |
Job [Job Number] [Contact Name]: Task-[Task Name] | A new task has been scheduled for a specific job. The task includes the job number, contact name, and task description. |
Sales Folder [Sales Folder] [Contact Name]: Task-[Task Name] | A new task has been scheduled for a sales folder. The task includes the sales folder name, contact name, and task description. |