Invoicing & PaymentsPurpose
1.2. Ensure customers promptly receive professionally formatted receipts with all required details, enhancing service transparency and client trust.
1.3. Establish auditable record trails to support warranty claims or dispute resolution, meeting industry compliance needs.
1.4. Integrate receipt issuance seamlessly into invoicing/payment flows, ensuring no delays post-payment.
Trigger Conditions
2.2. Marking a job/service as “Complete” or “Closed” in the service management software.
2.3. Submission of a receipt generation request by staff via form or system button.
2.4. Update to invoice status as "paid" or "settled" in accounting or billing system.
2.5. Customer’s email/SMS/WhatsApp/Telegram/contact method supplied and validated in CRM.
Platform Variants
• Feature/Setting: Twilio Programmable SMS API, sendMessage method to transmit receipt SMS; configure with receipt text, customer phone, sender ID.
3.2. SendGrid
• Feature/Setting: Send Email API (v3/mail/send); set recipient’s address, attach PDF/HTML receipt, dynamic fields for transaction details.
3.3. Gmail API
• Feature/Setting: Users.messages.send endpoint; compose message with customer email, subject “Your Appliance Repair Receipt,” PDF attachment.
3.4. Outlook (Microsoft Graph)
• Feature/Setting: /me/sendMail endpoint; configure email body, recipient, and receipt attachment from cloud/document store.
3.5. WhatsApp Business API
• Feature/Setting: /messages endpoint; send receipt as template message or file, set recipient and media URL.
3.6. Slack
• Feature/Setting: chat.postMessage with receipt link; specify channel/user, message body with service summary and download URL.
3.7. Telegram
• Feature/Setting: sendDocument API; upload and send receipt PDF to customer chat ID automatically.
3.8. DocuSign
• Feature/Setting: Envelopes:create API; generate and send authenticated receipt document for signature/acknowledgment.
3.9. QuickBooks Online
• Feature/Setting: Receipts or Invoices endpoint; auto-generate and email receipt based on completed payment record.
3.10. Xero
• Feature/Setting: Invoices endpoint; create and send “Paid” invoice/receipt PDF to customer via configured email address.
3.11. Zoho Books
• Feature/Setting: Invoices/Send API; trigger on payment, push PDF receipt to contact’s email.
3.12. FreshBooks
• Feature/Setting: Send Invoice endpoint; auto-dispatch invoice marked as paid/receipt template to client’s email.
3.13. Stripe
• Feature/Setting: Receipt Email configuration in PaymentIntent; enable and format receipt emails for successful card transactions.
3.14. Square
• Feature/Setting: Send Receipt API in Transactions; configure template, send SMS or email upon payment completion.
3.15. HubSpot
• Feature/Setting: Workflow Automation, Trigger: “Deal Closed/Won,” send document/link via integrated email action.
3.16. Salesforce
• Feature/Setting: Process Builder/Flow; auto-generate email with attached receipt from record update/payment.
3.17. Mailgun
• Feature/Setting: Messages API; send receipt email by POSTing to /messages, with HTML/PDF body and customer recipient.
3.18. ActiveCampaign
• Feature/Setting: Automation "Send Email" action; personalize and dispatch receipt email when tag/payment event fires.
3.19. Dropbox
• Feature/Setting: File Upload API; store receipt, generate shareable link, email/SMS customer the download URL.
3.20. Zapier Email
• Feature/Setting: Email by Zapier, “Send Outbound Email” action; generate subject/body dynamically, add receipt as attachment.
Benefits
4.2. Supports multi-channel preferences (email, SMS, chat, cloud links).
4.3. Audit-ready digital trails for every transaction.
4.4. Enhanced customer trust, professionalism, and service satisfaction.
4.5. Integrates with primary business, CRM, and accounting systems for unified operations.
4.6. Scalable to any business size; minimal training required for staff.