Automated invoice creation and dispatch for each order

Purpose

1.1. Automate and streamline the creation, population, validation, and dispatch of invoices for every wholesale optical goods order, reducing administrative time, preventing human error, meeting compliance, automating financial record-keeping, rapidly triggering payment loops, and ensuring customers and suppliers receive immediate documentation for each transaction.
1.2. Accelerates accounting, automates reporting, standardizes invoice structures, provides audit trails, and enables real-time analytics for optical wholesalers operating in high transaction-volume B2B environments.
1.3. Automating this flow facilitates cross-platform data entry, automates customer notification, integrates with supply chain management, automates compliance with taxation rules, and automates inclusion of SKU details, shipping, and custom discount logic.
1.4. Allows the business to programmatically attach automated invoices to emails, portals, or EDI feeds, automating downstream accounts receivable operations.

Trigger Conditions

2.1. Automated creation and dispatch initiates upon new sales order confirmation within order management or ERP.
2.2. Trigger variants include:
- Automatedly detecting completed payments
- Low inventory triggers for special prebilling
- Manual override for custom customer or seasonal deals
- External API signals from partner sales systems
- Automatedly scheduled monthly batch-invoicing
- Automated triggers based on fulfillment status updates

Platform Variants

3.1. SAP Business One
• Feature: Event-based automation for invoice creation via DI API.
• Config: Enable trigger on order completion workflow, set up invoice template, map item lines, and set email dispatch rules.
3.2. Oracle NetSuite
• Feature: SuiteFlow workflow automation – Create Invoice action.
• Config: Trigger on Sales Order status change, configure dispatch via SuiteTalk API for email.
3.3. QuickBooks Online
• Feature: Automated invoice API.
• Config: Trigger with new Sales Receipt or Paid Invoice, configure “Send Invoice” endpoint and set PDF options.
3.4. Xero
• Feature: Automatedly generate and dispatch invoices using Xero API.
• Config: Trigger on new Contact or Sales Entry, set automation to send via email API.
3.5. Microsoft Dynamics 365
• Feature: Power Automate flow for automated invoice processing.
• Config: Trigger on Order fulfilled, route invoice via Dynamics Finance module and email function.
3.6. Zoho Books
• Feature: Workflow automation with invoice creation/reminder emails.
• Config: Set up “On Order Confirmation” automation, map to client contact email.
3.7. FreshBooks
• Feature: Automated Invoice generator and email dispatcher API.
• Config: Trigger on project/order, route via “Send By Email” endpoint.
3.8. Odoo
• Feature: Automated actions using Odoo Studio/Automations.
• Config: Create multiple automated triggers – on Quote, Order, Payment; dispatch via Email template.
3.9. Sage Business Cloud
• Feature: Automated invoice batch processing.
• Config: Set recurring invoice schedules, trigger email PDF dispatch on each new order.
3.10. Salesforce
• Feature: Salesforce Flow + custom Invoice Object automation.
• Config: Auto-generate on Opportunity Closed/Won, trigger email with attached invoice using Email Alert.
3.11. Intuit QuickBooks Desktop
• Feature: QB Web Connector for invoice automation.
• Config: Detect new order, call “CreateInvoice” function, invoke “EmailInvoice” from Web Connector.
3.12. Wave Accounting
• Feature: Workflow automator for invoice generation.
• Config: API trigger on new customer or sale, auto-email invoice with “SendInvoice” function.
3.13. Stripe
• Feature: Invoice creation and send endpoint.
• Config: On charge success webhook, call invoices.create and invoices.send_invoice endpoints automatedly.
3.14. Shopify
• Feature: Order paid webhook + invoicing apps/APIs.
• Config: On new paid order, auto-generate invoice, email via third-party app integration.
3.15. Magento Commerce
• Feature: Automated Invoicing extension or REST API automation.
• Config: Order status event triggers API call for invoice create/send functions.
3.16. HubSpot
• Feature: Workflow automation for deals/orders + Zapier integration.
• Config: On Deal close, trigger connected invoice app or custom API call to send invoice.
3.17. Monday.com
• Feature: Automation recipes for item-based invoicing.
• Config: Status change on board triggers invoice template action, route via Gmail/Outlook integration.
3.18. PayPal
• Feature: REST API invoicing automation.
• Config: On external trigger, invoke /v2/invoicing/invoices create/send actions.
3.19. BQE Core
• Feature: Automated invoice creation and emailing.
• Config: Schedule automated invoice rules, batch email to contacts.
3.20. Invoiced
• Feature: Workflow and API for automated invoice generation.
• Config: Set event-based triggers, configure automated email/sms invoice delivery.

Benefits

4.1. Automates manual data entry, dramatically reducing risk of human error and compliance lapses.
4.2. Automates timely dispatch, ensuring all clients receive up-to-date paperwork instantly.
4.3. Automatedly links order, invoicing, and payment systems for end-to-end visibility.
4.4. Automates detailed reporting for management, tax, and audits without extra effort.
4.5. Automator enables staff to focus on value-added tasks, not paperwork.
4.6. Automated invoice flows improve client trust through reliability and professionalism.
4.7. Automation enables scalable growth without a commensurate rise in back-office overhead.
4.8. Automator ensures rapid cash flow cycles via instant invoice-to-payment handoffs.
4.9. Automating invoicing positions the wholesale optical business for omnichannel B2B integration.
4.10. Allows for the adopting of further automatable compliance, analytics, and notification modules.