Recurring service contract billing requires manually checking renewal dates, verifying client details, creating invoices, and sending them to clients each billing cycle. Manual processes create delays, duplicate sends, and missed billing opportunities that hurt cash flow.
Automation monitors contract dates, pulls client data automatically, generates and verifies invoices, and sends them on schedule. The result is faster billing, zero missed cycles, and consistent on-time delivery.
The full workflow, from trigger to completion.
The automation checks the contract database daily for contracts with renewal dates matching today or within the next 2 days. When a match is found, the workflow starts.
The system retrieves the client name, billing address, contract value, billing frequency, and any custom terms. This data is used to populate the invoice template.
A new invoice is created automatically using the contract data. Line items, tax treatment, and due date are set according to the contract terms and company defaults.
The automation reviews the generated invoice for accuracy, checking client name, amount, and due date against the contract. If any discrepancy is found, the invoice is flagged for manual review.
The invoice is sent to the client's email address automatically, with a standard billing message. The send is logged and the contract tracking sheet is updated.
The contract record is updated with the invoice send date and invoice number. This prevents duplicate sends and maintains an audit trail.
A summary message is posted listing the invoice sent, client name, amount, and due date. The finance manager is notified for visibility.
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