Job completion to invoice is a manual, error-prone process where field crews submit forms that must be re-entered into inventory and billing systems. Delays in invoicing and inventory discrepancies cost time and accuracy.
Automation extracts job data from completion forms, populates inventory records and draft invoices simultaneously, and updates job status across systems. Invoices are ready the same day, and inventory stays accurate.
The full workflow, from trigger to completion.
A crew submits a job completion form via email or a web form. The automation platform detects the submission and extracts job details, materials, and labour hours.
The automation reads the completion form, extracts customer name, job address, materials used with quantities, labour hours, and any special notes. It normalizes the data and checks for missing fields.
The extracted material list is automatically written inventory log with quantities and costs, updating running totals for each material type.
A new invoice is automatically created with the customer, job address, line items (labour and materials), and amounts. The invoice is marked as draft pending review.
The job record is automatically updated to mark the job as completed, with completion date and final cost details.
A message is sent to the bookkeeper confirming the job has been processed, with a link to review the draft invoice before sending to the customer.
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