Invoicing and billing at fleet maintenance providers involves manually extracting job details from work orders, entering them into accounting software, and tracking payments across multiple spreadsheets.
Automation reads completed work orders, creates invoices instantly, monitors incoming payments daily, and flags overdue accounts automatically. The result is invoices sent same-day, accurate payment tracking, and fewer collection calls.
The full workflow, from trigger to completion.
Automation detects when a work order status changes to 'Completed' in the maintenance system and extracts all job details.
Reads the completed work order and compiles customer, vehicle, service, and cost details into a structured format.
Automation creates a new invoice with all line items, customer details, and payment terms.
Automation retrieves the invoice PDF from QuickBooks and sends it to the customer email address with a standard payment reminder.
Automation records the invoice number, customer, amount, and due date for payment monitoring.
Automation checks for incoming payments daily and updates the tracking sheet when payments are received.
Automation identifies invoices past their due date and sends a alert to the finance team for manual follow-up.
Automation sends a daily summary listing all overdue invoices and outstanding balances for collection action.
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