About This Automation
Recurring contract billing requires pulling usage figures, calculating charges, applying discounts, and issuing invoices for every client contract entering a new cycle. Doing this by hand invites calculation errors, delayed invoices, and missed follow-up on late payments.
The automated version pulls contract and usage data directly, calculates the correct charge with discounts and proration applied, and drafts the invoice for review. It also tracks payment status and prepares reminders automatically, so cycles close faster and with fewer errors.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Detects the contract entering its billing cycle and starts the billing workflow automatically.
The automation pulls current seat counts and usage, applies contract rates, discounts, and proration, and creates a draft invoice.
A billing admin does a final check on the draft invoice and sends it to the client directly.
Once sent, the invoice record and amount sync back automatically to the client's contract for a full audit trail.
The automation watches for incoming payments and matches them to the open invoice in real time.
If the invoice is unpaid past its due date, a reminder email goes out automatically with the balance and a payment link.
Once payment clears, it is matched to the invoice and the billing cycle is marked closed.
Most popular tool stack used
— the complete tool combinations companies use
ConnectWise Manage
Google Sheets
QuickBooks Online
Stripe
Gmail
Autotask
Microsoft Excel
Xero
PayPalWhat 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
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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