Milestone billing requires manual tracking across multiple tools: checking project status, finding contracts, verifying amounts, and creating invoices. This scattered process causes delays, duplicate invoices, and billing errors that hurt cash flow.
Automation monitors completed milestones, retrieves contract terms, calculates amounts, and generates invoices automatically. Invoices reach clients the same day milestones complete, reducing days sales outstanding and eliminating manual data entry.
The full workflow, from trigger to completion.
The automation is triggered when a project milestone status changes to 'Complete' in the project management tool.
The automation retrieves the signed contract or statement of work from the contract repository and extracts the milestone name, deliverable, and billing amount.
The automation queries QuickBooks to verify the milestone has not already been invoiced, preventing duplicates.
If the milestone has been billed, the process stops. If not, it proceeds to invoice creation.
The automation applies contract terms, discounts, and adjustments to calculate the final amount due.
The automation creates a new invoice in QuickBooks with the customer, milestone description, calculated amount, and due date.
The automation sends the invoice to the client email address on file, with a professional message and PDF attachment.
The automation posts a message to a designated channel confirming the invoice has been sent and the milestone is now billed.
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