Automated generation and emailing of monthly statements

Purpose

 1.1. Automate the generation, formatting, and emailing of monthly statements to beverage distributors’ clients.
 1.2. Automator extracts sales, payment, and invoice data from multiple systems to create PDF/CSV/XLS statements.
 1.3. Automation ensures compliance, accelerates collections, reduces manual errors, and enables scalable statement processing.
 1.4. Automating output formats and delivery channels (email, portal upload, cloud drive) according to client preferences.
 1.5. Automatable configuration of email templates, branding, schedules, and delivery confirmations for audit trails.

Trigger Conditions

 2.1. Automated trigger on a specific date (e.g., first of the month).
 2.2. Automator can detect posting of all month-end data (sales/orders/payments) as the automation trigger.
 2.3. API event from the ERP, accounting, or POS system can trigger the automation of statement creation and sending.
 2.4. Manual override for special cases (e.g., urgent resend) automatedly processed on request.

Platform variants

 3.1. Microsoft Power Automate
  • Feature/Setting: “Schedule Recurrence” and “Outlook Send an Email (V2)”; automate PDF generation with “Create File” and “Convert File” actions.

 3.2. Zapier
  • Feature/Setting: “Schedule by Zapier”; automate data import (from Xero/QuickBooks), PDF generation with WebMerge, Gmail/Outlook email automation.

 3.3. Google Apps Script
  • Feature/Setting: Time-driven triggers; automate Google Sheets to generate statements and Gmail API to email PDFs.

 3.4. Integromat (Make)
  • Feature/Setting: Scheduled scenario; automate data aggregation, PDF generation, and mail via Gmail/SMTP module.

 3.5. Salesforce
  • Feature/Setting: Automate via Process Builder or Flow—email alert + document generation (FormAssembly, Conga Composer API).

 3.6. QuickBooks Online
  • Feature/Setting: “Reports API”/“Automated Workflows”; automate statement data extraction and send emails via custom reminders.

 3.7. Xero
  • Feature/Setting: “Reports Endpoint” automation; API-driven statement extraction and automatable email via Xero’s reminders.

 3.8. Slack
  • Feature/Setting: Automate channel message delivery of statements with Files.upload API for internal notification or document drop.

 3.9. DocuSign
  • Feature/Setting: “Envelopes::create” API automates the generation and email sending of signed or reviewable statements.

 3.10. SendGrid
  • Feature/Setting: “Mail Send API”; automate send-out of statements as attachments, template usage for batch sending.

 3.11. Amazon SES
  • Feature/Setting: “SendRawEmail API”; automates high-volume email statement distribution and delivery tracking.

 3.12. PDF.co
  • Feature/Setting: “PDF Generate API”; automate conversion of structured data into branded PDF statements.

 3.13. WebMerge/Formstack Documents
  • Feature/Setting: API-driven document automation; auto-generate from templates and auto-email delivery workflow.

 3.14. HubSpot Workflows
  • Feature/Setting: Automate contacts’ statement send-outs using “Workflows” and “Email” automation triggers.

 3.15. SAP (Cloud Platform Integration)
  • Feature/Setting: Scheduled integration flow to fetch data, auto-generate statements with SmartForms, automate Email Adapter.

 3.16. Oracle NetSuite
  • Feature/Setting: SuiteScript scheduled automation; auto-generate statements and schedule/email with SuiteCloud API.

 3.17. FreshBooks
  • Feature/Setting: Automated statement extraction via “Clients API”, auto-send PDFs via email triggers.

 3.18. Zoho Books
  • Feature/Setting: “Schedule Reports” automation; script sends monthly statements as email attachments.

 3.19. Airtable
  • Feature/Setting: Automate record processing; PDF automation via third-party scripts/blocks; trigger email via SendGrid/SMTP.

 3.20. Mailgun
  • Feature/Setting: “Messages API”; batch statement attachments, automate scheduled dispatch, advanced tracking.

Benefits

 4.1. Automates bulk statement creation and distribution, saving staff time on repetitive finance admin tasks.
 4.2. Automated accuracy in data collation ensures compliance and reduces risk of manual errors.
 4.3. Automator ensures consistent branding, digital delivery, and timely compliance for audits.
 4.4. Automation enables scalable handling of seasonal business peaks without adding headcount.
 4.5. Automated remittance increases customer satisfaction, supports faster payment cycles, and is easily auditable.
 4.6. Automatable schedule and audit logs simplify regulatory compliance and internal oversight.