Recurring fee billing involves manually creating invoices for clients on a set schedule, sending them individually, and tracking payments across multiple tools. This repetitive work consumes significant time each month and creates gaps in payment visibility.
Automation generates and sends invoices on the billing date, monitors payment status daily, and sends reminders for overdue amounts. the team focuses on exceptions while the system handles routine billing.
The full workflow, from trigger to completion.
The automation runs on the first of each month or on a custom schedule matching the firm's billing cycle. It checks which clients are due for invoicing.
The automation retrieves the list of active recurring clients and their fee amounts or a linked database.
For each client, the automation creates a new invoice with the correct amount, description, and due date.
The automation sends the invoice to the client email address with a standard message and PDF attachment.
The automation records the invoice details for centralized tracking and reporting.
The automation queries QuickBooks to identify unpaid invoices and flags those past due.
For overdue invoices, the automation sends a reminder email to the client with the outstanding balance and due date.
The automation sends a summary showing all invoices created, sent, and any overdue amounts requiring manual follow-up.
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