Invoicing and payment tracking consume significant time when done manually. Staff must create invoices from job records, send them, monitor multiple payment channels, and reconcile deposits against open invoices.
Automation reads completed job details and generates invoices instantly with correct customer data and amounts. Incoming payments are matched to invoices automatically and recorded in the accounting system, with only exceptions flagged for review.
The full workflow, from trigger to completion.
A job record is flagged as complete in the job tracking system or. The automation is triggered immediately with the job details, customer information, and billable amounts.
The automation reads the job record and extracts customer name, email, labour hours, materials, and total amount due. Data is validated for completeness and accuracy.
A new invoice is created automatically with all extracted job data. The invoice is assigned a unique number and formatted with company branding.
The invoice PDF is generated and sent automatically to the customer email address. A delivery confirmation is logged.
The automation continuously monitors for incoming payments. When a payment arrives, the amount and timestamp are captured.
The automation compares the payment amount and customer details to open invoices in QuickBooks and automatically marks the matching invoice as paid.
The payment is recorded as a deposit linked to the invoice. A notification is sent to the team confirming the payment and reconciliation.
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