Invoice generation and delivery for classes and merchandise

Purpose

1.1. Automate invoice generation and delivery for class attendance and merchandise purchases.
1.2. Ensure timely, error-free billing and streamline payment tracking for Aikido club operations.
1.3. Enable unified management for member dues, merchandise sales, and accounting compliance.
1.4. Provide detailed digital records accessible for auditing, communication, and member service.

Trigger Conditions

2.1. Completion of class signup or session attendance logged.
2.2. Successful purchase of merchandise through POS or online checkout.
2.3. Periodic membership renewal or scheduled billing cycle.
2.4. Administrative action (manual trigger by staff for adjustments).
2.5. API webhook receipt from class booking or e-commerce systems.

Platform Variants

3.1. QuickBooks
• API: Create and email invoice endpoint; sample: POST to /v3/invoice with customer, items, and email.
3.2. Xero
• Function: Invoices endpoint; push invoice JSON and use "Email to contact" field.
3.3. Stripe
• API: /v1/invoices; create invoice object, attach line items, and trigger send_invoice.
3.4. Zoho Books
• Action: Create Invoice API; define contact_id, item_details, and auto-send option.
3.5. FreshBooks
• Function: Create Invoice and Send Invoice; configure via invoice.send endpoint with client and items.
3.6. PayPal Invoicing
• Endpoint: /v2/invoicing/invoices; POST with recipient info and items, set "send_to_recipient" true.
3.7. Wave
• API: Invoice.Make and Invoice.Send in GraphQL; specify customer and item ids, recipient email.
3.8. Square
• Resource: Invoices API /v2/invoices; set customer_id, line_items, and request delivery.
3.9. Sage Business Cloud
• Function: POST SalesInvoice; include customer info, item lines, mark "email" as true.
3.10. MYOB
• Endpoint: POST /Sale/Invoice/Item; build invoice structure, include EmailTo.
3.11. Microsoft Dynamics 365
• API: v9.0/invoice; map contact and product, trigger send action.
3.12. SAP Business One
• Service Layer: POST Invoices; prepare invoice, trigger distribution.
3.13. Intuit Mailchimp Transactional
• Feature: Automated transactional email, send via API on invoice creation trigger.
3.14. SendGrid
• API: /mail/send; automate sending PDF invoice as attachment with recipient mapping.
3.15. Gmail API
• Endpoint: /gmail/v1/users/me/messages/send; programmatically email invoices as PDF.
3.16. Outlook 365 Mail
• Resource: /me/sendMail; automate attachment of invoice in email to recipient.
3.17. Twilio SendGrid SMS
• Feature: Twilio Programmable Messaging; send invoice links via SMS using API.
3.18. Slack
• Function: chat.postMessage; deliver invoice download links to member DM or group.
3.19. Google Sheets + Apps Script
• Script: On form completion, generate invoice template, auto-email as PDF.
3.20. Dropbox Sign (HelloSign)
• API: Send PDF for signature or delivery after invoice generation.
3.21. Shopify
• Function: Admin API create_order with custom invoice and send_email fields populated.

Benefits

4.1. Reduces manual work and administrative errors for finance teams.
4.2. Accelerates payment cycles, improving cash flow and financial forecasting.
4.3. Ensures transparency, accountability, and easier reconciliation for audit purposes.
4.4. Provides seamless, professional experience for club members and customers.
4.5. Allows real-time tracking of delivered and paid invoices.