Automated generation and sending of rent invoices

Purpose

1.1. Enable consistent, error-free generation and delivery of rent invoices for tenants, automating the process from calculation through notification.
1.2. Integrate rent schedules, adjust for late fees or partial payments, generate invoices as structured documents, and distribute them via tenants’ preferred channels—email, SMS, or portals.
1.3. Ensure timely rent collection, improve tenant communication, and maintain accurate financial records for the agency’s accounting and compliance needs.

Trigger Conditions

2.1. Scheduled: Invoice issued automatically on predetermined billing dates (e.g., 1st of each month).
2.2. Event-based: Invoice creation on contract start date, changes to rent/tenancy, or on-demand for arrears.
2.3. API/Webhook: External calls from CRM, property management, or ERP system trigger generation.
2.4. Manual: Initiated by staff within a dashboard or approval workflow.

Platform Variants

3.1. QuickBooks Online
• Feature: Invoices API – Configure “Create Invoice” endpoint with tenant, rent amount, line items.
• Configuration: Automate POST to `/v3/company/{companyId}/invoice`.

3.2. Xero
• Feature: Accounting API – “Create Invoices” endpoint with JSON payload for tenant and rent details.
• Configuration: Push to `/api.xro/2.0/Invoices` with recurring template.

3.3. Zoho Books
• Feature: Sales Invoices API – Set “Recurring Invoice” object with property and tenant info.
• Configuration: Automate `POST /invoices/recurring`.

3.4. FreshBooks
• Feature: Automated Recurring Invoice Generation via API or UI.
• Configuration: Use `POST /invoices` with recurring profile.

3.5. Stripe
• Feature: Invoicing API – Automate invoice draft/sending via `/v1/invoices` and email delivery.
• Configuration: Attach customer/amount/itemized rent.

3.6. Microsoft Power Automate
• Feature: Scheduled Flow – Office365 “When a recurring event is due” trigger + “Send Email”.
• Configuration: Link SharePoint/Excel tenants sheet; generate PDFs.

3.7. Google Workspace (Apps Script)
• Feature: Time-driven trigger – Apps Script generates Docs/Sheets invoice, emails via Gmail.
• Configuration: Script on Sheets rent tracker.

3.8. Salesforce
• Feature: Workflow Rule – Triggers Apex or Flow to generate PDF invoice and email/send to Community Cloud.
• Configuration: Connect to Account/Opportunity objects.

3.9. Odoo ERP
• Feature: Scheduled Actions – Automated Invoicing module for tenants list.
• Configuration: Cron job in Accounting/Invoices.

3.10. SAP Business One
• Feature: DI API or Service Layer – Call “AddInvoice” method with tenant info.
• Configuration: Schedule via B1iF or HANA Job Service.

3.11. Intuit Mailchimp
• Feature: Transactional Email API – Send generated invoice as PDF attachment.
• Configuration: Automate via “Send Email” endpoint with dynamic file.

3.12. DocuSign
• Feature: eSignature Workflow – Envelope creation with invoice attachment.
• Configuration: API-driven send to tenant for acknowledgment.

3.13. Twilio
• Feature: SMS API – Send invoice summary/notification with link to PDF.
• Configuration: Use “Messages” endpoint; URL to storage (e.g., S3).

3.14. SendGrid
• Feature: Email API – Attach invoice and personalize content to tenant.
• Configuration: Automate “Send Mail” with dynamic fields.

3.15. PandaDoc
• Feature: Document Generation API – Rent invoice templates auto-filled with tenant data.
• Configuration: Invoke `POST /documents` with fields.

3.16. Dropbox Sign (previously HelloSign)
• Feature: API – Attach invoice for eSignature or simply storage.
• Configuration: “Signature Request” with invoice doc.

3.17. Monday.com
• Feature: Automation – Move item in board triggers invoice creation via integrations.
• Configuration: Link board columns to API.

3.18. HubSpot
• Feature: Workflow Automation – Triggers on deal stage to send invoice.
• Configuration: Automated email or external call to billing app.

3.19. Slack
• Feature: Bot Integration – Notifies admin/team when invoice is sent.
• Configuration: “Incoming Webhook” with summary data.

3.20. Airtable
• Feature: Scripting Block – Generate invoice record, email via Zapier/email automation.
• Configuration: Script scheduled or record-updated trigger.

Benefits

4.1. Reduces risk of missed/late invoices with guarantee of consistent delivery.
4.2. Minimizes manual entry, reducing human error and freeing staff for higher-value tasks.
4.3. Immediate, traceable delivery via SMS/email/portal, accelerating payment cycles.
4.4. Ensures audit trails for compliance and easy integration with accounting.
4.5. Enhances tenant satisfaction with clear billing and timely reminders.