Finance & Payment ProcessesPurpose
1. To automate invoice generation and delivery upon project completion for art studios, enabling fast, accurate, and automated billing while ensuring compliance and prompt payment.
2. Automates the creation of official invoice documents with preconfigured templates, client and project data, itemizations, taxes, terms, and unique numbering for financial records.
3. Automates delivering invoices through preferred digital channels such as email, SMS, cloud links, or directly into client payment systems for seamless workflow in arts and crafts businesses.
Trigger Conditions
1. Project status marked “completed” in project management or CRM system triggers automated invoicing sequence.
2. Manual or automated status change uploaded to cloud folder, database update, or integration with time tracking signals project completion and initiates the automation.
Platform Variants
1. QuickBooks
- Feature/Setting: Invoices API — auto-generate and deliver invoices based on completed project event.
- Sample: Configure automation to trigger on “Project.Complete” webhook, auto-create invoice, send via QuickBooks “Send” API.
2. Xero
- Feature/Setting: POST /Invoices API — automated invoice creation and dispatch upon milestone update.
- Sample: Setup Xero API connection, trigger on “project.completed”, send invoice using email delivery parameter.
3. Zoho Books
- Feature/Setting: Invoices Module “create and email” — automates invoice process from finished projects.
- Sample: Use Zoho creator flow with trigger, automate invoice and auto-send email.
4. FreshBooks
- Feature/Setting: Invoice Creation Endpoint — automatedly populates and issues invoices.
- Sample: Event-driven automation to POST to /invoices endpoint, optionally deliver via integrated email.
5. Stripe
- Feature/Setting: Invoices API, "finalize_invoice" and "send_invoice" — automator triggers after project status update.
- Sample: Webhook from project tool triggers Stripe API function for invoice creation and automated email dispatch.
6. PayPal Invoicing
- Feature/Setting: /v2/invoicing/invoices — automate invoice creation and "send" action.
- Sample: On “project.complete”, POST to PayPal API, trigger “send invoice” action.
7. SAP Business One
- Feature/Setting: Service Layer API “Invoice” endpoint — automate invoice generation and delivery record.
- Sample: Project closure updates SAP, automates bill with programmable email trigger.
8. Salesforce
- Feature/Setting: Billing/Invoicing objects in Salesforce CPQ — automate invoice creation and email on project stage “Complete”.
- Sample: Flow automation calls CPQ API, auto-sends PDF invoice to client contact.
9. Wave Accounting
- Feature/Setting: API endpoint /invoices — automator creates and sends after project finish event.
- Sample: Webhook setup in project tool, triggers Wave API to auto-create and send invoice.
10. Bill.com
- Feature/Setting: API /invoices — automates invoice flow from closure event.
- Sample: Project management webhook pushes invoice data to Bill.com, auto-email to customer.
11. Sage Intacct
- Feature/Setting: AR Invoice API — automated invoicing and email on job finalization.
- Sample: Automated job finishes, Intacct API posts invoice and triggers email delivery.
12. MYOB
- Feature/Setting: /invoice endpoint — automation for invoice generation.
- Sample: On status change in project tracker, API call to MYOB creates and emails invoice.
13. Microsoft Dynamics 365
- Feature/Setting: Sales Invoices (API) — automated invoice and dispatch upon workflow completion.
- Sample: Project tracked in Microsoft Power Platform triggers Dynamics invoice, automatedly sends to contact email.
14. Odoo
- Feature/Setting: /account.invoice/create — automator builds and sends invoice.
- Sample: Completion status triggers Odoo API to create/send invoice.
15. Square Invoices
- Feature/Setting: /v2/invoices — creates and emails invoice upon project completion.
- Sample: Automation connects Square API, sends upon workflow change.
16. HoneyBook
- Feature/Setting: Automated Invoice Sending — automates invoice workflow on project finish.
- Sample: Status column triggers HoneyBook automation, generates and sends invoice.
17. Trello
- Feature/Setting: Custom Automation + Add-On (Unito, Zapier, etc.) — inbound movement to “Completed” list creates and sends invoice through integrated platform.
- Sample: Card moved to “Done,” triggers automatable invoicing action.
18. Monday.com
- Feature/Setting: Automation with integration recipe — sends invoice through preferred accounting platform when status changes to ‘Done.’
- Sample: Monday status “Complete” automates invoice generation via integrated solutions.
19. Google Sheets + Apps Script
- Feature/Setting: Script triggers on status column; creates PDF invoice and emails it.
- Sample: Row marked “Done”, Apps Script generates invoice, attaches in Gmail, sends automatically.
20. Make (formerly Integromat)
- Feature/Setting: Multi-app scenarios automate invoice creation and sending with project completion as trigger.
- Sample: Scenario watches project board, automates accounting app invoice creation, sends email automatically.
21. Slack
- Feature/Setting: Workflow Builder + App Integration — triggers automated invoicing through integrated apps upon “Job Complete.”
- Sample: Workflow posts to integration app, automates invoice process.
22. Airtable
- Feature/Setting: Automations + API — sends invoice data to accounting platform on “Complete” status.
- Sample: Record updated, Airtable automation fires API call to create and deliver invoice.
Benefits
1. Eliminates manual invoice creation and reduces errors using automation.
2. Ensures invoices are sent automatically on project completion for faster cash flow.
3. Automates logging, tracking, and follow-up of financial operations.
4. Scales invoicing capability for art studios as project volume increases.
5. Centralizes and automates financial documentation for audits and compliance.