Invoice generation and automatic sending

Purpose

1. Enable seamless, automated generation and distribution of invoices for veterinary services rendered; synchronize clinical records, payment tracking, and client communications; minimize administrative effort and reduce manual errors; support compliance and reporting in animal hospital billing operations.

Trigger Conditions

1. Completion of consultation and service logged in practice management system.

2. Discharge note finalized for patient visit.

3. Online appointment concluded and marked as ‘billed’.

4. Payment cross-matched but invoice not yet sent.

5. Periodic bulk billing cycle reached (e.g., weekly/monthly).

6. Manual staff trigger for immediate invoice generation.

Platform Variants

1. QuickBooks Online

• Feature/Setting: Use “Create Invoice” API endpoint; map customer, item codes, and charges.
• Sample: POST /v3/company/{companyId}/invoice

2. Xero

• Feature/Setting: "Invoices" endpoint; upload line-items, assign contact, due date.
• Sample: POST /api.xro/2.0/Invoices

3. Zoho Books

• Feature/Setting: “Invoices” module; configure auto-send with “Send Invoice” action.
• Sample: POST /invoices

4. FreshBooks

• Feature/Setting: "Invoices" API; select client, apply taxes and send via “Send Invoice Email” operation.
• Sample: POST /accounting/account/{account_id}/invoices

5. Stripe

• Feature/Setting: “Invoice” resource; issue invoice for a customer, trigger automatic email delivery.
• Sample: POST /v1/invoices

6. Sage Intacct

• Feature/Setting: “AR Invoice” API; configure automatic posting and email workflow.
• Sample: create_ar_invoice

7. Wave

• Feature/Setting: “Invoice” API; generate from transaction and initiate send via email.
• Sample: POST /businesses/{business_id}/invoices

8. Square

• Feature/Setting: “Invoices” API; attach client, services, due date; enable auto-send.
• Sample: POST /v2/invoices

9. MYOB

• Feature/Setting: "Sale Invoice" endpoint; use “EmailInvoice” function post-generation.
• Sample: POST /Sale/Invoice/Item

10. Microsoft Dynamics 365

• Feature/Setting: “Sales Invoice” data entity; scheduled batch to send newly generated invoices.
• Sample: POST /api/data/v9.1/salesinvoices

11. Oracle NetSuite

• Feature/Setting: “Invoice” SOAP/REST API; workflow for email distribution on save event.
• Sample: POST /record/v1/invoice

12. SAP Business One

• Feature/Setting: “Invoice Service Layer” API; set “SendEmail” property at posting.
• Sample: POST /b1s/v1/Invoices

13. MongoDB Atlas (for storing invoice records)

• Feature/Setting: Insert invoice document upon creation.
• Sample: POST /api/atlas/v1.0/groups/{GROUP-ID}/clusters/{CLUSTER-NAME}/collections/{COLLECTION-NAME}/insertOne

14. PandaDoc

• Feature/Setting: “Create Document” from template; auto-send to recipient upon build.
• Sample: POST /public/v1/documents

15. DocuSign

• Feature/Setting: "Envelope" with PDF invoice; trigger Send via “Send Envelope” API.
• Sample: POST /v2.1/accounts/{accountId}/envelopes

16. Email (SMTP)

• Feature/Setting: Connect to clinic’s email server, use SendMail with patient/client PDF invoice.
• Sample: SMTP Send with PDF attachment

17. Google Sheets (as data source or log)

• Feature/Setting: New row added as trigger, use Apps Script or API to mail generated PDF.
• Sample: POST /v4/spreadsheets/{spreadsheetId}/values/{range}:append

18. HubSpot

• Feature/Setting: “Invoices” object; auto-email through workflow automation.
• Sample: POST /crm/v3/objects/invoices

19. Salesforce

• Feature/Setting: “Invoice” custom object; auto-email using Process Builder or Flow with Email Alert.
• Sample: POST /services/data/vXX.X/sobjects/Invoice__c

20. PayPal

• Feature/Setting: “Create and Send Invoice” API; assign recipient email and invoice items.
• Sample: POST /v2/invoicing/invoices

21. SendGrid

• Feature/Setting: Send invoice PDF via email via “Send Email” endpoint.
• Sample: POST /v3/mail/send

22. Mailgun

• Feature/Setting: “Send Email” API with PDF invoice attached; dynamic recipient.
• Sample: POST /v3/{domain}/messages

23. Slack (notification to staff)

• Feature/Setting: “Chat.postMessage” to alert billing on successful invoice send.
• Sample: POST /api/chat.postMessage

Benefits

1. Eliminates repetitive manual invoice creation and distribution.

2. Reduces administrative backlog and speeds up payment cycles.

3. Minimizes errors in billing details and delivery.

4. Improves client satisfaction by ensuring prompt and accurate invoicing.

5. Enhances compliance with financial recording and reporting.

6. Frees staff for higher-value animal hospital tasks and client care.