Generation and emailing of invoices upon shipping confirmation

Purpose

1.1. Automate the generation and electronic delivery of invoices to clients once shipping confirmation of finishing materials is received in wholesale construction supply operations.
1.2. Ensure automated accuracy and speed in the invoicing process, reducing manual entry errors, and supporting timely payment cycles.
1.3. Streamline order-to-cash workflow using automators that tie shipping events to revenue recognition and customer communication tasks.
1.4. Provide traceability, compliance, and digital record-keeping suitable for construction industry audits and reconciliations.

Trigger Conditions

2.1. Automated detection of shipping confirmation via ERP system, warehouse management system, or shipping carrier API.
2.2. Trigger occurs when order status updates to “Shipped” or “Shipping Confirmed”.
2.3. Automating process when fulfillment documents are matched to sales orders for wholesale dispatch.

Platform Variants

3.1. Salesforce
• Feature/Setting: Process Builder or Flow automates invoice generation post-shipping confirmation event.
• API: REST API / Order, Invoice, Email handlers configuration.

3.2. SAP ERP
• Feature/Setting: Configure output determination for Billing (VF01), coupled with custom IDoc for automated emailing.
• API: SAP Invoice Service, SOST/email send functions.

3.3. QuickBooks Online
• Feature/Setting: Workflow automator triggers invoice creation; email set via Invoice API with shipping flag.
• API: SalesReceipt/Create, Invoice/Send, Webhooks for shipment.

3.4. Xero
• Feature/Setting: Automated invoice creation via workflow rules, triggered by shipping integration.
• API: Invoices endpoint, EmailInvoice API.

3.5. Oracle NetSuite
• Feature/Setting: SuiteFlow automates PDF invoice generation and email on shipping transaction approval.
• API: Record.Activities.Invoice, SendEmail function.

3.6. Microsoft Dynamics 365
• Feature/Setting: Power Automate flows detect shipment, invoke Finance/Operations module for invoice; automated email via Outlook connector.
• API: OData Invoice, Email API.

3.7. Zoho Books
• Feature/Setting: Workflow rules automate invoice action when sales order status = shipped; email via system template.
• API: createInvoice, sendInvoiceEmail.

3.8. FreshBooks
• Feature/Setting: Automator in integrations listens to shipping updates, triggers invoice/email routine.
• API: Invoices/POST, EmailDelivery API.

3.9. SAP Business One
• Feature/Setting: Automated Output Management and Crystal Reports template generate/send invoice on delivery doc update.
• API: DI API (Document Generation), Mailer add-on.

3.10. Sage Intacct
• Feature/Setting: Smart Events automate invoice creation and email after shipment confirmation.
• API: create_invoice, send_invoice_email.

3.11. Odoo
• Feature/Setting: Automated server actions, scheduled, sending invoice PDF on delivery order status change.
• API: account.move (create/send), mail.message.

3.12. WooCommerce
• Feature/Setting: Automator plugin triggers invoice PDF and sends email when order status = completed/shipped.
• API: woocommerce_order, Email API.

3.13. Shopify
• Feature/Setting: Shopify Flow automates invoice notification when fulfillment tracking is confirmed.
• API: Order fulfillment, DraftInvoice API, email notification.

3.14. Magento
• Feature/Setting: Automated Sales Order/Invoicing; triggers invoice PDF and email on shipment completion using automation extension.
• API: salesOrderShipment, Email API.

3.15. Square
• Feature/Setting: Square Invoices API can be triggered to automate invoice on shipping status update.
• API: CreateInvoice, SendInvoice API.

3.16. Stripe
• Feature/Setting: Invoice Automation; trigger on shipping event received from e-commerce integrations.
• API: Invoice.create, Invoice.send.

3.17. HubSpot
• Feature/Setting: Workflow automator in Sales module; trigger “Create Invoice” and send email when shipping is logged.
• API: invoice, email API.

3.18. SAP Ariba
• Feature/Setting: Integration automation on goods receipt confirmation triggers invoice output and email.
• API: InvoiceCreation, EmailDelivery.

3.19. Bill.com
• Feature/Setting: Automated bill creation, e-invoice generation and send via email on fulfillment webhook.
• API: Bill/Create, EmailInvoice API.

3.20. Monday.com
• Feature/Setting: Automator links board updates (shipping/logistics) to instant invoice creation and email action.
• API: Invoices.create, EmailIntegration.

3.21. Pabbly Connect
• Feature/Setting: Triggered automation on shipping status update; automates invoice generation, attaches, and emails to client.
• API: InvoiceGenerator, SendEmail connector.

3.22. Mailgun
• Feature/Setting: Automator uses API to trigger transactional invoice delivery email, attached on shipping update.
• API: messages.send, events API.

4. Benefits

4.1. Improves cash flow and reduces Days Sales Outstanding via automated invoicing.
4.2. Enhances data integrity by automating document generation from validated shipment info.
4.3. Automates compliance with audit and tax documentation.
4.4. Reduces labor costs with automated workflows, minimizing repetitive manual work.
4.5. Increases customer satisfaction with prompt, automated communication and documentation.
4.6. Provides scalable foundation for further automatable order-to-cash automation enhancements.