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.
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.
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