Automatic invoice generation and emailing

Purpose

1.1. Generate sales invoices automatically for every completed transaction in the Adult DVD store.
1.2. Email invoices instantly to customers reducing manual admin work.
1.3. Ensure invoice accuracy, comply with record-keeping laws, and improve customer service.
1.4. Facilitate accounting, payment tracking, and tax compliance via automated documentation.
1.5. Maintain digital records for auditing and customer queries.

Trigger Conditions

2.1. Customer completes an online or in-store purchase.
2.2. Payment is confirmed via POS, eCommerce platform, or payment gateway.
2.3. Order status changes to “Paid” or “Fulfilled”.
2.4. Scheduled batch invoicing (e.g., daily, hourly) on sales data.
2.5. Manual order entry finalized by staff.

Platform Variants

3.1. Shopify
• API: Orders API — Webhook for order payment; use "Order Paid" trigger to start invoice generation.
3.2. WooCommerce
• Hook: woocommerce_order_status_completed — Triggers PHP snippet or plugin to generate and email invoice.
3.3. Magento
• Event: sales_order_invoice_pay — Automate invoice creation and dispatch upon payment update.
3.4. Square
• Feature: Invoices API — auto-create invoice post-sale and email via Square's system.
3.5. Stripe
• API: Invoice.created Webhook — Listen for this event; auto-generate PDF and trigger email delivery.
3.6. QuickBooks Online
• REST API: CreateInvoice endpoint — On sale, auto-generate invoice and trigger EmailInvoice.
3.7. Xero
• Endpoint: POST /Invoices — Generate invoice based on sales feed, then email using POST /Email.
3.8. FreshBooks
• Feature: Automated Invoice Emails — Use recurring profile creation with sale as trigger.
3.9. Zoho Books
• API: SalesInvoices — Create and dispatch invoice emails upon order status update.
3.10. SAP Business One
• Service Layer: Invoice Service (POST); configure workflow to trigger on sales posting.
3.11. Odoo
• Model: account.move — Automate invoice record creation upon sales, then email via email_template.
3.12. BigCommerce
• Webhook: order/statusUpdated — Use to initiate invoice document and auto-send via email.
3.13. Mailgun
• API: sendMessage — For customized email delivery after invoice creation in PDF format.
3.14. SendGrid
• API: Mail Send — Attach generated invoice and trigger email to customer.
3.15. Microsoft Outlook 365
• Action: Send Email (Graph API) — Attach invoice document from storage and email on trigger event.
3.16. Gmail API
• Endpoint: Users.messages.send — Auto-email invoice attached as PDF to customer.
3.17. DocuSign
• Feature: eSign via Envelopes API — Send invoices that require acknowledgment or esignatures.
3.18. QuickFile
• API: CreateInvoice and SendInvoice — Integrate with POS or sales system for automated dispatch.
3.19. Sage Intacct
• API: create_invoice — Automate invoice record from sales module, with email via send_invoice.
3.20. MYOB AccountRight
• API: POST /Sale/Invoice — Script triggers invoice gen and emails using POST /Email endpoint.

Benefits

4.1. Eliminates manual invoicing workload and human error.
4.2. Ensures timely, accurate delivery of legal sales documents to customers.
4.3. Streamlines sales-to-cash and financial reporting.
4.4. Enables audit-readiness and compliance.
4.5. Improves customer satisfaction with instantaneous billing.
4.6. Facilitates rapid response to invoice or order-related inquiries.