Tracking and reporting on paid/unpaid invoices

Purpose

1.1. Automate tracking of paid and unpaid invoices for creative professionals to eliminate manual data entry and reduce human error.
1.2. Automatically collect invoice statuses from various platforms and consolidate them for easy reporting.
1.3. Automated generation and distribution of outstanding payment reminders based on invoice states.
1.4. Automatic syncing of invoice records between accounting, CRM, and project management tools.
1.5. Support automating compliance with payment requirements and financial recordkeeping.
1.6. Enable timely automated escalation for overdue invoices.
1.7. Facilitate automated generation of custom reports for revenue forecasting and cash flow insight.

Trigger Conditions

2.1. New invoice created in billing software.
2.2. Invoice marked as paid, partially paid, or overdue.
2.3. Scheduled periodic checks (daily, weekly, monthly) for invoice status.
2.4. Payment received via connected gateway.
2.5. Change detected in invoice status via webhook or polling API.
2.6. Custom trigger from external form or project management app.

Platform Variants

3.1. Xero
- Feature/Setting: Invoice event webhook — Automate collection of invoice status on create/update events using Xero Webhooks or GET /Invoices API.
3.2. QuickBooks Online
- Feature/Setting: Invoice Trigger — Automate when new invoice is created or paid using “Invoice Created”/”Invoice Paid” triggers via QuickBooks API.
3.3. FreshBooks
- Feature/Setting: Invoice webhook — Automator listens for invoice events and fetches status using GET /invoices and GET /payments endpoints.
3.4. Zoho Books
- Feature/Setting: Invoice Update webhook — Automate fetching updated invoice details through Zoho Books API (Invoices module).
3.5. Wave
- Feature/Setting: Invoice event polling — Automate checking for status changes via GET /invoices API endpoint.
3.6. PayPal
- Feature/Setting: Invoicing Webhooks (INVOICING.INVOICE.PAID, INVOICING.INVOICE.OVERDUE) — Automate event-driven workflows.
3.7. Stripe
- Feature/Setting: Invoice events (invoice.paid, invoice.payment_failed) via Stripe Webhooks.
3.8. Square
- Feature/Setting: Invoice updated webhook — Automate updates via Square Invoices API’s webhook system.
3.9. Sage Business Cloud
- Feature/Setting: Invoice API event polling using /sales_invoices endpoint automatedly.
3.10. Bill.com
- Feature/Setting: Automated invoice status synchronization via Bill.com API (GetInvoice).
3.11. Microsoft Dynamics 365
- Feature/Setting: Power Automate integration — Invoice Created/Status Changed trigger in Finance module.
3.12. Salesforce
- Feature/Setting: Invoice object trigger automation via Salesforce Platform Events or invocable Apex triggers for real-time tracking.
3.13. HubSpot
- Feature/Setting: Custom invoice pipeline automation using workflows on custom object change.
3.14. Monday.com
- Feature/Setting: Board automation using status column changes for invoices and notification automations.
3.15. Notion
- Feature/Setting: Database integration with automated tracking scripts monitoring status property for invoice pages.
3.16. Google Sheets
- Feature/Setting: Time-based triggers or Google Sheets API to pull/define invoice status and trigger notifications.
3.17. Airtable
- Feature/Setting: Automation scripts in Airtable Base with trigger on “Status” field changes for invoice records.
3.18. Slack
- Feature/Setting: Automated notification on channel when invoice status changes using Slack Incoming Webhooks or API.
3.19. Mailgun
- Feature/Setting: Automated email delivery for invoice follow-ups via Mailgun Send API after status check.
3.20. Twilio
- Feature/Setting: Automated SMS notifications to clients for overdue invoices via Twilio Programmable SMS API.

Benefits

4.1. Automates repetitive invoice tracking, saving creative professionals manual monitoring time.
4.2. Minimizes risk of missed payments with automated alerts and reminders.
4.3. Automates integration across accounting, CRM, payment, and notification platforms for real-time updates.
4.4. Reduces administrative overhead by consolidating reporting automatically.
4.5. Improves financial transparency and automatable cash flow forecasting.
4.6. Enhances client communication with automated, timely prompts for unpaid invoices.
4.7. Fosters scalable, automated billing & payment workflows tuned to the needs of artists and creative professionals.