Auto-generation and emailing of invoices

Purpose

 1.1. Automate creation and distribution of sales invoices for arcade machine wholesale orders, reducing manual effort, ensuring document accuracy, and expediting customer billing cycles.
 1.2. Integrate ERP, accounting, and communication platforms to centralize invoicing, payment tracking, and record-keeping.
 1.3. Enforce business rules (e.g., tax calculation, inventory check, due dates) automatically at each transaction for compliance.
 1.4. Improve cash flow visibility by triggering receivables and reminders instantly after invoice dispatch.

Trigger Conditions

 2.1. New sales order marked as fulfilled or shipped in sales/order management system.
 2.2. Manual approval step completed for bulk or high-value sales.
 2.3. Scheduled batch invoice run (e.g., daily at 18:00).
 2.4. Confirmation from payment gateways on deposit receipt, initiating post-payment invoicing.

Platform Variants

 3.1. Salesforce (API Name: /services/data/vXX.X/sobjects/Invoice/)
  • Setting: Configure process builder or flow to auto-generate invoice from Opportunity Closed–Won trigger.
  • Email: Use Salesforce Email Alerts for instant invoice attachment delivery.

 3.2. QuickBooks Online (API Endpoint: POST /v3/company/{companyId}/invoice)
  • Feature: Automated invoice creation using sales receipt webhook triggers; enable "Send later" to batch email.

 3.3. Xero (API: POST /api.xro/2.0/Invoices)
  • Setting: Connect to sales event trigger; auto-save invoice PDF; use Email Invoice API function.

 3.4. Zoho Books (API: /invoices)
  • Feature: Configure sales order confirmation to call Create Invoice; enable "Email to customer" on creation.

 3.5. Microsoft Dynamics 365 (API: /api/data/v9.0/invoices)
  • Setting: Workflow to create and email invoice when Order entity status is "Completed."

 3.6. SAP Business One (Service Layer: POST /Invoices)
  • Setting: B1if scenario to trigger invoice based on delivery note completion; email via B1 Mailer.

 3.7. FreshBooks (API Endpoint: POST /invoices)
  • Feature: Set up webhook for completed sales; select "Send Invoice Automatically" option.

 3.8. Stripe (API: POST /v1/invoices)
  • Setting: Store custom metadata sales order ID; send invoice via /v1/invoices/{id}/send.

 3.9. SendGrid (Email API: POST /mail/send)
  • Feature: Attach invoice PDF; map customer email from ERP export; trigger email via API call.

 3.10. Intuit Mailchimp Transactional (POST /messages/send)
  • Setting: Deliver invoices as HTML or PDF attachment upon sales event via API.

 3.11. Odoo ERP (API: POST /api/invoice)
  • Setting: Call API on "Confirm Sale"; use built-in mail module to dispatch invoice.

 3.12. HubSpot (Workflow Webhook + Invoice Generator Integration)
  • Feature: Configure Workflow to send POST request to 3rd-party invoice generator and email on Deal Won.

 3.13. WooCommerce (Hook: woocommerce_order_status_completed)
  • Setting: Custom action to generate and email invoice upon order completion.

 3.14. Shopify (API: POST /admin/api/2022-10/orders/{order_id}/invoice.json)
  • Setting: Script automation for invoice generation and email post-payment.

 3.15. Google Docs (Apps Script: DocumentApp + MailApp)
  • Feature: Merge sales data into template, auto-generate PDF, and trigger email dispatch.

 3.16. DocuSign (API: Envelopes:create)
  • Setting: Auto-create invoice document and email for e-signature or approval.

 3.17. Microsoft Power Automate (Flow: Trigger > Generate Invoice > Send Email Action)
  • Setting: Connect to ERP; when new record added, generate and email invoice PDF.

 3.18. Zapier (Zap: New Sale > Create Invoice > Gmail/Outlook Send Email)
  • Feature: Link source CRM to invoicing tool and email step in one automation.

 3.19. Airtable (Automations: Script + SendGrid block)
  • Setting: Use record creation/field update to trigger invoice PDF creation and send email with attachment.

 3.20. Slack (Workflow Builder + Email App)
  • Feature: Notify finance channel on invoice generation, auto-email customer using Slack’s email action.

 3.21. PandaDoc (API: POST /documents)
  • Setting: Send sales data to template for invoice, auto-send for e-sign/approval, and dispatch PDF via email.

Benefits

 4.1. Eliminates repetitive tasks and minimizes human error in invoice generation and dispatch.
 4.2. Reduces invoicing cycle time; customers receive invoices immediately after relevant sales milestones.
 4.3. Integrates customer, sales, and payment data for consolidated reporting and compliance.
 4.4. Scales efficiently for high transaction volumes and multi-channel sales operations.
 4.5. Supports granular business rules, custom branding, and multi-currency requirements.