Automated generation and delivery of sales invoices

Purpose

1.1. Quickly and accurately create sales invoices upon art sale completion, enabling financial transparency, legal compliance, and improved customer trust.
1.2. Automate delivery of invoices to clients and internal stakeholders to reduce manual effort, eliminate errors, and ensure prompt payment cycles.
1.3. Track invoice status and reconcile payments in real time, integrating with bookkeeping and CRM for seamless operations.
1.4. Support multiple payment methods, regional taxes, and custom notes relevant to Indigenous artworks and provenance records.

Trigger Conditions

2.1. Completion of a sales transaction through POS (physical or digital).
2.2. Receipt of payment confirmation from banking or payment gateway.
2.3. Entry of sale record in inventory or sales management system.
2.4. Submission of order via online gallery portal.
2.5. Scheduling of recurring invoices for installment payments.

Platform Variants

3.1. Xero
• Feature: Create Invoice API — configure to auto-generate and email invoice on sale entry.
3.2. QuickBooks Online
• Feature: Create & Send Invoice API — auto-create invoice, trigger delivery to client’s email.
3.3. Zoho Books
• Feature: Invoices API (create/sent) — link to inventory update for real-time document dispatch.
3.4. FreshBooks
• Feature: Invoice Creation endpoint — deploy template auto-filling based on sale event.
3.5. MYOB
• Feature: Invoice POST endpoint — tie invoice issuance to sale status.
3.6. Sage Business Cloud
• Feature: Invoicing API — trigger from financial event, set to email automatically.
3.7. Square
• Feature: Create Invoice API — link POS with invoicing on successful sale.
3.8. Stripe
• Feature: Invoice Create/Send endpoints — trigger on payment confirmation for batch invoicing.
3.9. Shopify
• Feature: Order Create Webhook — generate and dispatch invoices per sales order.
3.10. WooCommerce
• Feature: WooCommerce REST API order/invoice endpoints — automate email of downloadable invoice.
3.11. Salesforce
• Feature: Billing Invoice Creation API — set workflow on closed/won opportunities.
3.12. HubSpot
• Feature: Create Invoice action — trigger from deal stage update.
3.13. Netsuite
• Feature: SuiteScript API — run scripts for automated invoice record generation.
3.14. Microsoft Dynamics 365
• Feature: Invoice automation via Flow — create and email upon marked sale.
3.15. Billdu
• Feature: API Invoice POST — generate PDF and auto-send to client address.
3.16. Wave
• Feature: Invoice POST endpoint — auto-create/send from sale form completion.
3.17. PayPal
• Feature: Invoicing API — on payment acceptance, trigger invoice email.
3.18. Odoo
• Feature: Invoicing workflow automation — on validation of a sales order, auto-generate invoice.
3.19. Google Workspace (Docs/Sheets)
• Feature: Apps Script automation — merge sale data with template and email PDF.
3.20. SendGrid
• Feature: Email API — configure to deliver invoices generated by external ERP, using HTML attachment.

Benefits

4.1. Dramatic reduction in manual data entry and risk of human error.
4.2. Instant delivery of professional, compliant invoice documents.
4.3. Seamless integration with payment tracking and accounting reconciliation.
4.4. Enhanced customer experience with timely, clear communications.
4.5. Supports unique requirements for Indigenous art sales, including provenance and authenticity statement attachments.
4.6. Frees up staff for curation and client engagement, not paperwork.
4.7. Improves cash flow with faster invoice processing and payment timing.