Auto-generation and sending of invoices

Purpose

1. Automate creation and distribution of invoices for wholesale orders of appliance spare parts.

2. Streamline invoice formatting, numbering, and customer detail population for consistent order processing.

3. Support multiple file formats (PDF, Docx) and delivery modes (email, print queue, customer portal upload).

4. Reduce manual errors, ensure timely billing, and enable tracking of outstanding receivables.

Trigger Conditions

1. New order confirmation in ERP, e-commerce, or CRM system.

2. Manual trigger by sales or back-office staff completing an order record.

3. Status update such as “Order Shipped” in inventory or logistics software.

4. Payment event registration, such as deposit or installment received.

Platform Variants

1. Salesforce

• Feature: Flow Automation — Configure “Record Created or Updated” flow for Orders object.
  
• API: /services/data/vXX.X/sobjects/Invoice/
  

2. QuickBooks Online

• Feature: Automated Workflows — Set up “New Sales Receipt” or “Invoice” automation.
  
• API: POST /v3/company/{companyId}/invoice
  

3. Xero

• Feature: Workflow Rules — Define trigger “Paid Invoice” or “New Order” logic.
  
• API: POST /api.xro/2.0/Invoices
  

4. Zoho Books

• Feature: Automation — Event-based invoice generation on order creation.
  
• API: POST /invoices
  

5. SAP Business One

• Feature: B1IF Integration — “Order to Invoice” scenario template.
  
• API: DI-API Documents.Add
  

6. Odoo

• Feature: Automated Actions on Sales Order.
  
• API: /web/dataset/call_kw, object: account.move
  

7. FreshBooks

• Feature: Workflow Automation — Setup “Client makes purchase” trigger.
  
• API: POST /invoices
  

8. Microsoft Dynamics 365

• Feature: Power Automate Flow — Trigger: "Order processed" to Invoice entity.
  
• API: /api/data/v9.1/invoices
  

9. NetSuite

• Feature: SuiteFlow — Automate invoice generation from Sales Order.
  
• API: /services/rest/record/v1/invoice
  

10. Google Apps Script (Gmail/Sheets/Docs)

• Feature: Script automation to merge order data, generate PDF, email.
  
• Function: MailApp.sendEmail; DocumentApp; DriveApp
  

11. Stripe

• Feature: Payment Success trigger to create and send invoice.
  
• API: POST /v1/invoices
  

12. WooCommerce

• Feature: Order status change trigger (e.g., Completed) to generate invoice.
  
• API: POST /wp-json/wc/v3/orders/{id}/notes
  

13. Magento

• Feature: Sales Order API trigger to auto-generate invoice PDF.
  
• API: POST /V1/invoices
  

14. Shopify

• Feature: Workflow on order paid to trigger invoice email.
  
• API: POST /admin/api/2022-01/orders/{order_id}/fulfillments.json
  

15. DocuSign

• Feature: Automatic envelope generation for signed invoice delivery.
  
• API: /envelopes POST
  

16. PandaDoc

• Feature: Document Generation Trigger via API or CRM integration.
  
• API: POST /documents
  

17. Square

• Feature: Order paid trigger to auto-generate invoice for services.
  
• API: POST /v2/invoices
  

18. PayPal Invoicing

• Feature: Transaction completed webhook triggers invoice API.
  
• API: POST /v2/invoicing/invoices
  

19. Mailgun

• Feature: Automated PDF invoice email dispatch via API or SMTP routes.
  
• API: /messages
  

20. SendGrid

• Feature: Invoice PDF attachment automation; event webhook for delivery status.
  
• API: /mail/send
  

21. Slack

• Feature: Post notification in finance or sales channel for audit trail.
  
• API: chat.postMessage
  

Benefits

1. Eliminates repetitive billing tasks and minimizes manual errors.

2. Ensures uniform invoice structure and compliance with business rules.

3. Speeds up billing response time and cash collection cycles.

4. Provides instant traceability and archiving of all invoices.

5. Integrates seamlessly with existing business software for end-to-end process visibility.