About This Automation
Recurring billing for service plans requires manual data entry across multiple tools, error-prone calculations, and time-consuming payment matching. Staff spend hours each month pulling customer data, calculating charges, and chasing overdue payments.
Automation retrieves plan details automatically, calculates invoices with pricing rules applied, sends them on schedule, and reconciles payments as they arrive. Customers receive invoices the same day their cycle date hits, and overdue accounts are flagged within hours.
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 checks daily for customers whose billing cycle date matches today. It retrieves the customer record, service plan, and pricing.
The automation reviews the customer's service level, add-ons, and any active discounts, then calculates the total charge. It logs the calculation in a temporary record for audit.
The automation creates a new invoice with the customer name, line items, calculated amount, and due date. It links the invoice to the customer record.
The automation retrieves the invoice PDF from QuickBooks and sends it to the customer's email address with a standard message.
When a payment is detected in the bank feed or recorded in QuickBooks, the automation matches it to the invoice and updates the payment status automatically.
Daily, the automation queries QuickBooks for invoices past their due date and creates a list of overdue customers with amounts owed.
The automation sends a notification to the finance team summarizing overdue invoices, or sends an email reminder to the customer if configured.
The automation checks for plans expiring this month, updates their status to renewed or cancelled based on customer response, and logs the change.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
QuickBooks Online
Gmail
Google Sheets
SlackWhat 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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