Automated invoice generation and sending

Purpose

1.1. Automate the creation, customization, and sending of client invoices for interior architect offices, streamlining accounts receivable, reducing manual errors, ensuring timely billing, increasing cash flow visibility, improving client experience, maintaining uniform professional formats, automating payment reminders, and archiving sent invoices for compliance and reporting.
1.2. Automates attachment of service breakdowns, taxes, and payment terms to each client, customizes formats per project/contract, and automatedly delivers via email, file-sharing, or client portal.

Trigger Conditions

2.1. Automate invoice generation when a project phase milestone is completed in project management software.
2.2. Automatedly trigger upon client approval of deliverables or signed-off work.
2.3. Automatic schedule monthly/quarterly/periodic invoicing based on retainer or ongoing service agreements.
2.4. Automate from logged billable hours, expense uploads, or payment request from architect/staff.
2.5. Automated sync on new customer input or RFQ acceptance in CRM.

Platform Variants

3.1. Xero
• Feature/Setting: Automated Invoice API — Configure integration flow to "Create Invoice" and "Send Invoice" endpoints with client, line item, and due date mapping.
3.2. QuickBooks Online
• Feature/Setting: “Create Invoice” and “Send Invoice” API — Map project data, activate “Send via email upon creation.”
3.3. FreshBooks
• Feature/Setting: Automatedly schedule invoice creation using “Recurring Invoice” and “Auto-Bill” toggle.
3.4. Zoho Books
• Feature/Setting: Invoice creation endpoint — automate from “New Project Milestone” trigger, activate “Auto-send email” setting.
3.5. Microsoft Dynamics 365 Business Central
• Feature/Setting: “SalesInvoice” and “Email” automation with endpoint configuration for construction industry templates.
3.6. SAP Business One
• Feature/Setting: “Invoice” object automation — scheduled task triggers and auto-email via SMTP integration.
3.7. Oracle NetSuite
• Feature/Setting: Workflow Automation for “Transaction: Invoice” event, configure PDF template and automatic email dispatch.
3.8. Sage Intacct
• Feature/Setting: API-based invoice creation and automated “send_invoice” on approval.
3.9. Wave
• Feature/Setting: Automated “Invoice Create” and “Send Invoice” triggers via REST API.
3.10. Stripe
• Feature/Setting: Automated “Invoice.Create” and “Invoice.Send” via API for design services.
3.11. PayPal
• Feature/Setting: “Invoices API” automation, “Create and Send” endpoint.
3.12. Monday.com
• Feature/Setting: Automate “Item Status Change” to “Completed” → trigger outgoing webhook to accounting platform.
3.13. Salesforce
• Feature/Setting: “Process Builder” or “Flow” automation — trigger invoice creation from Opportunity Close event.
3.14. HubSpot
• Feature/Setting: Workflow automation to external accounting via webhook on Deal Closed.
3.15. Dubsado
• Feature/Setting: Project Stage change automates invoice generation and sends client notification email.
3.16. Odoo
• Feature/Setting: “Automated Actions” set on timesheet completion or sales order.
3.17. Airtable
• Feature/Setting: “Automation” to trigger on record completion, use custom script or Zap to generate invoice.
3.18. Notion
• Feature/Setting: Third-party API automation or webhook on database update triggers accounting workflow for invoicing.
3.19. Google Sheets
• Feature/Setting: Automated Google Apps Script for new row/entry → generate and email invoice with Apps Script MailApp or Gmail API.
3.20. Slack
• Feature/Setting: Automated workflow with integration sends notification to finance channel when invoice is generated and dispatched.
3.21. Trello
• Feature/Setting: Power-Up or webhook triggers invoice automation when card moves to “Done.”
3.22. Asana
• Feature/Setting: Rule to send out webhook/trigger to initiate invoice creation in accounting app upon task completion.
3.23. DocuSign
• Feature/Setting: Post-signature integration triggers invoice template send to client on project contractual closure.

Benefits

4.1. Automated invoice workflows accelerate cash flow and reduce DSO.
4.2. Automation minimizes manual data entry errors and ensures billing consistency.
4.3. Greatly improves client satisfaction with prompt, automatedly delivered billing.
4.4. Automates repetitive administrative workload, freeing staff for core design tasks.
4.5. Strengthens compliance and reporting with automatically archived invoices.
4.6. Supports multichannel and international automated billing requirements.
4.7. Streamlines reviews, approvals, and payment reminders in a fully automated architecture workflow.