Automated invoice creation and sending

Purpose

1.1. Facilitate automatic generation and delivery of invoices for adoption-related services and fees, ensuring compliance, audit trails, timely billing, and reduced administrative burden.
1.2. Minimize manual errors, accelerate payment cycles, and maintain financial clarity for families, agencies, and authorities.
1.3. Streamline record-keeping and provide transparent, automated financial documentation to all stakeholders.

Trigger Conditions

2.1. New adoption case file opened or service rendered logged in management software.
2.2. Completion of pre-adoption counseling or home study sessions.
2.3. Scheduled milestone (e.g., monthly/quarterly recurring fees).
2.4. Receipt of government or third-party funding confirmation.
2.5. Manual request from financial staff through a dashboard or email.

Platform Variants

3.1. QuickBooks Online API
• Feature: Create Invoice endpoint; sample config: Pass client, item, and fee details in API payload.
3.2. Xero API
• Feature: Invoices endpoint (POST /api.xro/2.0/Invoices); use adoption case data for payload.
3.3. FreshBooks API
• Feature: "Create Invoice" (POST /invoices/invoices); configure webhooks for trigger.
3.4. Zoho Books API
• Feature: "Invoices" module (POST /invoices); map adoption service details to invoice lines.
3.5. Stripe Billing
• Feature: Stripe Invoices (POST /v1/invoices); auto-send invoice after adoption service event.
3.6. PayPal Invoicing API
• Feature: "Create and Send Invoice" (POST /v2/invoicing/invoices); configure recipient from CRM.
3.7. SAP Business One Service Layer
• Feature: Invoice Generation (POST /Invoices); map adoption data from ERP.
3.8. Microsoft Dynamics 365 Finance
• Feature: "SalesInvoice" entity; trigger automation on status change in adoption workflow.
3.9. Oracle NetSuite SuiteTalk API
• Feature: Record.add('invoice'); map fields from adoption system data.
3.10. Sage Intacct API
• Feature: create_invoice API call; schedule or trigger from adoption database update.
3.11. Wave API
• Feature: POST /businesses/{business_id}/invoices; use adoption client email as recipient.
3.12. Bill.com API
• Feature: POST /v3/invoices; automate trigger from case management system.
3.13. Google Docs + Google Apps Script
• Feature: Auto-generate invoice from a template and email as PDF.
3.14. Airtable + Scripting Block
• Feature: Run script on record change to generate and email invoice PDF.
3.15. Salesforce Billing
• Feature: Automate "Invoice Generation" flow based on opportunity or case objects.
3.16. HubSpot Workflows + QuickBooks Integration
• Feature: Trigger invoice on deal stage; map client and product fields.
3.17. Odoo Invoicing
• Feature: Automated invoice creation from "Adoption Case" model.
3.18. Square Invoices API
• Feature: POST /v2/invoices; trigger when family completes intake form.
3.19. Apple Numbers + AppleScript
• Feature: Scripted invoice generation/export, automated email send from contact list.
3.20. PDF.co API
• Feature: Generate invoice PDF from adoption data and auto-dispatch via email.

Benefits

4.1. Eliminates repetitive manual invoice creation and follow-ups.
4.2. Accelerates billing and payment reconciliation cycles.
4.3. Enables transparent, standardized invoicing for auditing and compliance.
4.4. Reduces risk of missed or delayed billing in complex adoption workflows.
4.5. Frees staff to focus on casework and family support, improving service quality.