Accounts Receivable & Invoicing

Q: How does the automation know when to send overdue reminders?

You set a reminder schedule in advance, such as three days after the due date. The automation sends reminders on that schedule to all clients with unpaid invoices.

Q: Does the automation handle payment reconciliation automatically?

The automation tracks payment status and notifies your team when payments arrive. Your bookkeeper completes the final reconciliation in your accounting software to ensure accuracy.

Q: Will the automation work with my existing accounting software and email?

Yes, the automation integrates with mainstream accounting platforms and email services. Your existing tools and data remain in place.

Q: What if a client has a special payment arrangement or dispute?

Your team can pause reminders or adjust payment terms for individual invoices at any time. The automation handles routine cases while exceptions stay under your control.

Generating invoices and tracking receivables for clients.

864 hrs

Manual time identified

Companies have mapped

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About This Automation

Accounts receivable and invoicing involves creating invoices, sending them to clients, tracking payment status, and sending reminders for overdue amounts. Manual handling of these tasks consumes significant time daily and often delays payment collection.

Automation monitors invoices in the accounting software, sends them automatically, tracks payment status continuously, and triggers reminders on schedule. the team focuses on exceptions and client relationships instead of routine administrative work.

Key features:

Create and send invoices automatically when triggered from your accounting software

Monitor payment status daily and flag unpaid invoices without manual review

Send overdue reminders on a schedule without manual drafting

Log all invoice activity in a central tracking system in real time

Notify your team of payment status changes through your communication platform

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual daily AR review Bookkeeper must log into accounting software each morning to identify unpaid invoices, consuming 15 minutes daily.	80%
2	Delayed overdue reminders Reminders are sent days after the due date because they require manual drafting and sending for each client.	67%
3	Manual payment matching Bookkeeper must search accounting software to match incoming payments to invoices before marking them paid.	53%
4	Duplicate data entry Invoice details are entered in accounting software and then re-entered in a tracking spreadsheet.	40%
5	Slow invoice delivery Invoices are often sent one to two days after creation due to manual export and email steps.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.2/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Invoice Created in QuickBookstrigger

Automation detects when a new invoice is created and marked as sent.

2. Send Invoice

Automation retrieves the invoice PDF from QuickBooks and sends it to the client email address.

3. Log Invoice to Tracking Sheet

Automation appends the invoice number, client, amount, and due date tracker.

4. Schedule Reminder Check

Automation sets a daily check to query QuickBooks for unpaid invoices and identify those past due.

5. Send Overdue Reminder

Automation sends a templated reminder email to clients with invoices past due by 3 or more days.

6. Reconcile Payment on Arrival

Automation monitors the bank feed in QuickBooks, matches incoming payments to invoices, and marks them paid.

7. Update Tracking Sheet with Payment

Automation updates the tracker to mark the invoice as paid and record the payment date.

8. Notify Team

Automation sends a daily summary showing new invoices, overdue items, and payments received.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

184 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens when a new invoice is created in my accounting software?

The automation detects the new invoice and sends it to the client email address automatically on the same day, without any manual steps required from your team.

How does the automation know when to send overdue reminders?

Does the automation handle payment reconciliation automatically?

Will the automation work with my existing accounting software and email?

What if a client has a special payment arrangement or dispute?

View more FAQs

Process pain:9.2/10

Mapped by:16 Companies

Map this to your business to get your exact numbers.

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Page updated 10 August 2026