About This Automation
Creating and tracking invoices manually consumes significant time across multiple staff members, with data entry errors and delayed payment follow-up costing the shop money. Manual reconciliation at month-end requires hours of comparing records and investigating discrepancies.
Automation reads completed job data directly from the shop system, generates formatted invoices instantly, tracks incoming payments automatically, and alerts staff to overdue accounts. The result is invoices sent within minutes, faster payment collection, and near-zero reconciliation effort.
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.
The automation watches for a job status change to complete in the shop system. It captures the job ID, customer details, service description, parts, labour hours, and total amount.
The automation creates a new invoice using the job data, applies the correct customer record, itemises services and parts, and calculates totals automatically.
The automation sends the invoice PDF to the customer email address with a personalised message, payment terms, and a payment link for card payments.
When a payment arrives or bank transfer, the automation detects it, logs the transaction to QuickBooks, and marks the invoice as paid.
Each morning, the automation checks for invoices overdue by more than 7 days and posts a summary so the owner can prioritise follow-ups.
At the end of each week, the automation compares and bank deposits to recorded payments in QuickBooks, flags any discrepancies, and updates the reconciliation status.
Most popular tool stack used
— the complete tool combinations companies use
QuickBooks Online
Stripe
Slack
Gmail
Google SheetsWhat 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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