Automated invoice generation and email delivery to clients

Purpose

1.1. Automate the generation of invoices for each completed order, reducing manual entry, human error, and delays in the wholesale beer distribution process.
1.2. Automate delivery of invoices to client email addresses, ensuring prompt billing and better accounts receivable management for beverage distributors.
1.3. Integrate invoice data with accounting and CRM systems for streamlined sales, tracking, payment reminders, and compliance.
1.4. Enable automatable workflows that instantly update sales reps, warehouse, and finance teams about invoice status.

Trigger Conditions

2.1. Automated trigger upon order status changing to “completed”, “ready to ship”, or “fulfilled” in sales/order management platforms.
2.2. Automated trigger by API webhook from ERP or warehouse management.
2.3. Scheduled (automated daily/weekly batch runs) for accumulated new orders.
2.4. Manual trigger via sales dashboard for exceptions.

Platform Variants and Configurations

3.1. QuickBooks Online
• API: CreateInvoice — automates invoice creation with order data; configure via API key, set “customer_id” and “line_items”.
3.2. Xero
• API: POST /Invoices — automatically send invoice data and set “EmailTo” for automated email delivery.
3.3. FreshBooks
• Function: Automate Invoice Generation — attach customer, item, and send settings for auto-email.
3.4. Zoho Invoice
• Feature: Workflow automation — auto-generate and send invoices using “event triggers” set to “order completed”.
3.5. Microsoft Dynamics 365
• API: Invoice.Create — automates invoice records from order entity; schedule email dispatch using Power Automate flow.
3.6. SAP Business One
• Service Layer: Invoice Service — configure to automate on new sales order; schedule email via SAP mails or workflow.
3.7. NetSuite
• Restlet: POST Invoice — automate with sales order trigger, auto-email upon invoice creation via SuiteFlow.
3.8. Odoo
• Automation: Server Actions — set to generate and email invoice when sales order moves to specific stage.
3.9. Intuit API
• Endpoint: invoices/send — triggers automated invoice and delivery based on event webhook.
3.10. Sage Intacct
• Smart Rules: trigger to auto-create invoice, enable email receipts to client contact field.
3.11. Bill.com
• Automated workflow: sync orders, auto-invoice and dispatch using contact’s email settings.
3.12. SendGrid
• API: Mail Send — automates email delivery by attaching generated invoice PDF, configure template and “to” field.
3.13. Gmail API
• Endpoint: users.messages.send — automates outbound email with invoice PDF as attachment, configure via OAuth and MIME setup.
3.14. Outlook 365
• Action: Send Mail (Graph API) — automate email with invoice document, triggered by completed sales order event.
3.15. Salesforce
• Process Builder: auto-create and email invoice for closed/won opportunities, map order fields.
3.16. HubSpot
• Workflow: automates invoice creation and sends via connected email provider when deal reaches “closed won”.
3.17. WooCommerce
• Hook: woocommerce_order_status_completed — automate invoice PDF generation, auto-email to billing address.
3.18. Shopify
• Event: order/fulfilled webhook — automate invoice generation app for automated email.
3.19. Stripe
• API: invoices.create + invoices.send — automates invoice and dispatch email to customer.
3.20. Oracle NetSuite
• SuiteScript: automate invoice generation and use SuiteTalk API to email automatically.

Benefits

4.1. Accelerates cash flow with automated, instant invoicing and delivery.
4.2. Reduces manual intervention and automates the reduction of errors.
4.3. Enhances client experience with timely, automated communications.
4.4. Facilitates auditable, automatable record-keeping for compliance.
4.5. Frees employees for higher value tasks by automating repetitive work.