Billing & Invoicing

Q: Can the automation handle invoices with multiple line items and different tax rates?

Yes, the automation pulls line item and tax code data from the source system and applies the correct tax treatment to each line before creating the invoice.

Q: What if a customer pays by check or bank transfer instead of online?

The automation matches bank deposits to invoices automatically. Checks are recorded manually but the system still marks the invoice as paid once the deposit clears.

Q: How does the automation know when to send a payment reminder?

The system checks invoice due dates daily and sends a reminder email automatically when an invoice is overdue. You can customize the reminder timing and message.

Q: Will the automation work with our existing customer data in the accounting system?

Yes, the automation uses existing customer records and contact details from your accounting software. No data is lost or duplicated during setup.

Automated billing keeps SMSF administration fees accurate, sent on time, and reconciled without manual chasing.

760 hrs

Manual time identified

Companies have mapped

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About This Automation

Billing and invoicing at SMSF administration firms involves manually gathering billable data from scattered sources, creating invoices in accounting software, and chasing overdue payments. This repetitive work consumes significant staff time and leaves invoices unpaid longer than necessary.

Automation captures billable events automatically, generates invoices with correct customer and tax data, monitors payment status daily, and sends reminders on schedule. Invoices reach customers faster and overdue accounts are caught and acted on consistently.

Key features:

Automatically create invoices from billable data without manual entry

Send invoices to customers on the same day they are generated

Monitor payment status daily and flag overdue invoices instantly

Send payment reminders automatically when invoices become overdue

Record incoming payments and match them to invoices in real time

Generate aging reports on demand for management review

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual invoice creation Accountants spend 20 minutes per invoice entering customer details, line items, and tax codes into the accounting system.	80%
2	Reactive payment monitoring Overdue invoices are discovered only when the accountant manually checks the accounting system, missing payment deadlines.	67%
3	Inconsistent payment reminders Reminder emails are sent manually and inconsistently, allowing some overdue invoices to go unaddressed for weeks.	53%
4	Scattered billable data Billable hours and expenses are spread across timesheets, project tools, and email, requiring manual collection and verification.	40%
5	Manual payment matching Bank deposits must be manually matched to invoices in the accounting system, creating reconciliation delays.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Billable Event Detectedtrigger

A new sale, project milestone, or time entry is recorded in the source system (,, or ). The automation platform monitors for this event.

2. Extract Billing Data

The automation retrieves customer details, amounts, and line items from the source system and formats them for invoice creation.

3. Create Invoice

A new invoice is automatically generated with all required fields populated, tax codes applied, and due date set.

4. Send Invoice

The invoice is automatically sent to the customer email address with a templated message and PDF attachment.

5. Monitor Payment Status

The automation checks daily for payment status and flags invoices that are approaching or past due date.

6. Send Overdue Reminder

If an invoice remains unpaid 5 days after due date, an automated reminder email is sent to the customer.

7. Log Overdue Alert

Overdue invoices are logged as tasks for the accountant to follow up by phone or escalate.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What 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

3.4k hrsIdentified

26Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a customer disputes an invoice amount?

The automation flags disputed invoices for manual review by the accountant, who can adjust the invoice and resend it. The system does not override manual corrections.

Can the automation handle invoices with multiple line items and different tax rates?

What if a customer pays by check or bank transfer instead of online?

How does the automation know when to send a payment reminder?

Will the automation work with our existing customer data in the accounting system?

View more FAQs

Process pain:8.3/10

Mapped by:4 Companies

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Page updated 10 August 2026