Quoting, Invoicing, and Payment AutomationPurpose
1.2. Automates creation and delivery of customized balance reports to finance, management, and clients.
1.3. Enables automated reminder sequences and escalations for overdue accounts.
1.4. Enhances financial visibility, streamlines payment chasing, and reduces manual reconciliation by automating data flows from quoting to invoicing to payment.
1.5. Facilitates integration with various business and communications systems for automated data gathering and report distribution.
Trigger Conditions
2.2. Event-driven: Automates when an invoice passes its due date or payment status changes.
2.3. Manual: Trigger automation on-demand by finance/admin staff for instant outstanding balance status.
2.4. API Call: External system triggers automator via webhook or API (e.g., CRM alert or management system update).
Platform Variants
• Feature/Setting: Use "Recurrence" trigger + "Get items" from SharePoint/Excel, then "Send email" or Teams notification.
• Sample: Schedule an automator at 6am daily; email overdue balances to CFO.
3.2. Zapier
• Feature/Setting: "Schedule" + "Find Record" in QuickBooks or Xero + "Send Email" via Gmail/Outlook.
• Sample: Automate report every Friday at 9am with all overdue invoices.
3.3. Integromat (Make)
• Feature/Setting: Scenario with "Watch Invoices" (Xero), filter by outstanding, output with "Email" module.
• Sample: Automatedly notify finance if more than 10 invoices are outstanding.
3.4. Salesforce Flow
• Feature/Setting: Scheduled Path + "Get Records" for unpaid invoices + "Send Custom Notification”.
• Sample: Automator sends Slack alert every Monday for corporate overdue balances.
3.5. QuickBooks Online API
• Feature/Setting: Execute "Reports API" for Aging Details, send via built-in Email or export.
• Sample: Automatedly generate and send monthly outstanding balances to board members.
3.6. Xero API
• Feature/Setting: Use "GET Invoices", filter by 'ACCREC' and Status=‘AUTHORISED’.
• Sample: Schedule automation to pull balances every Friday and distribute via email.
3.7. FreshBooks API
• Feature/Setting: Access "List All Invoices" with status filters; export to Google Sheets.
• Sample: Automatedly notify project managers on outstanding client invoices.
3.8. Google Apps Script
• Feature/Setting: Trigger "Time-driven Events", aggregate Sheet data, email report.
• Sample: Automate weekly outstanding balance email to stakeholders.
3.9. Airtable Automations
• Feature/Setting: On "Record matches conditions" trigger, use "Send email" action.
• Sample: Automatedly send overdue reminders for each client row.
3.10. Twilio SMS
• Feature/Setting: Trigger from workflow; use "messages.create" API for SMS reminders.
• Sample: Automator sends daily SMS for accounts overdue by 14+ days.
3.11. SendGrid
• Feature/Setting: "Mail Send API" for custom outstanding balance notifications.
• Sample: Automate batch email reminders each month for unpaid balances.
3.12. Slack API
• Feature/Setting: Use Incoming Webhooks to send automated balance reports to channels.
• Sample: Automates daily posting of corporate outstanding report.
3.13. HubSpot Workflows
• Feature/Setting: Create workflow to send emails based on invoice property triggers.
• Sample: Automated follow-up when payment not received after set period.
3.14. Monday.com Automations
• Feature/Setting: Trigger when “Status” is “Overdue”, automated email or notification.
• Sample: Automator flags overdue items on dashboard and alerts account managers.
3.15. Pipedrive
• Feature/Setting: Use "Deal stage change" trigger, initiate automated email reminder.
• Sample: Automatedly remind sales rep of pending payments.
3.16. Notion API
• Feature/Setting: Automate extraction of outstanding tasks/invoices, deliver via Slack/email.
• Sample: Nightly automation of all outstanding balances in project database.
3.17. Trello Automation
• Feature/Setting: Butler command to notify when card labelled “Overdue”, send email/SMS.
• Sample: Automates alert to Finance for late payments.
3.18. Docusign API
• Feature/Setting: On payment completion status, trigger report of unfinished (outstanding) docs.
• Sample: Automatedly follow-up for overdue contract signatures/payments.
3.19. O365 Outlook
• Feature/Setting: Power Automate flow triggers recurring emails with outstanding balances.
• Sample: Scheduled automation of every Monday executive summary.
3.20. Intercom
• Feature/Setting: Automated outbound message when user has overdue invoice.
• Sample: Automator sends chat notification to clients with unpaid balances.
3.21. Zoho Books API
• Feature/Setting: Use "getInvoices" API with “status=overdue”, automate reporting to managers.
• Sample: Automated reporting of outstanding balances every first of the month.
3.22. SAP Business One
• Feature/Setting: Automation framework using query generator for overdue invoices, auto-email.
• Sample: Automatedly deliver PDF summary to finance every Friday.
3.23. Mailgun
• Feature/Setting: Use “messages” API for automated email reports on overdue invoices.
• Sample: Daily automation of customer reminders for pending payments.
3.24. Asana
• Feature/Setting: Task created with outstanding invoice tag triggers automated reminder.
• Sample: Automate workflow for finance manager follow-up task.
3.25. Smartsheet
• Feature/Setting: Automated alert when row matches overdue filter, send summary email.
• Sample: Automates weekly overdue report for accounts team.
Benefits
4.2. Automates manual effort in compiling and distributing financial data, saving time for corporate finance teams.
4.3. Automatedly keeps all stakeholders informed to ensure accountability and visibility of outstanding balances.
4.4. Integration of automation with payment and quoting tools reduces errors and enables data-driven decision making.
4.5. Automator workflows reduce staff workload, improving efficiency throughout the quoting, invoicing, and payment lifecycle.