The problem

Invoice on time, follow up without thinking about it

"We finished the job three weeks ago, but the invoice still hasn't gone out." Invoicing is often the last step of a project, the one that gets pushed back when the team is busy. And once the invoice is sent, following up on late payments depends on an Excel list or on someone's memory.

Every day of invoicing delay pushes back your cash by the same amount. Forgotten reminders leave receivables hanging, and reminders written by hand eat up valuable time, often at delicate moments in the customer relationship.

This use case is for businesses that invoice regularly from QuickBooks and whose team spends time every week preparing invoices or watching receivables. The higher the volume, the faster the automation pays for itself.

What we build

From finished work to payment received, without re-typing

Before

Invoices created by hand in QuickBooks from notes or emails
Invoices forgotten when the team is swamped
Overdue accounts tracked in a separate file
Reminders written one at a time

After

Invoices generated in QuickBooks as soon as work is done or a milestone is reached
No sale forgotten: every trigger produces its invoice
Up-to-date payment tracking, straight from QuickBooks
Automatic reminders sent on your schedule, in your tone

Define the triggerWe agree with you on what should trigger an invoice: an order, a signed contract, a project milestone or an approved timesheet.
Prepare the data at the sourceWe make sure the information needed (customer, rates, taxes, terms) is available without re-typing.
Automate creation and sendingThe invoice is created in QuickBooks and sent to the customer using your usual template.
Set up the remindersReminders go out before and after the due date, with the timing and tone you choose, and stop as soon as payment arrives.

Tools

QuickBooks at the center

QuickBooks remains your accounting system of record. Zapier or Power Automate connect the sources of your invoices (order form, CRM, project management tool, Excel sheet) and trigger reminders at the right time.

Scope

What's included

An analysis of your current invoicing and collection process
Configuration of the invoicing triggers
Reminder templates written with you
Testing with real invoices before going live
Training for the person in charge of accounting

How it unfolds

This project is often a good place to start: it is well defined and its effect shows up directly in your cash collection. The free efficiency analysis lets us check whether your QuickBooks setup is ready for it and which trigger to start with.

FAQ

Frequently asked questions

Will automatic reminders annoy our customers?

You decide the tone, timing and frequency of the reminders. A courteous reminder sent on time is often better received than a late follow-up made in a rush.

Can we keep control over certain invoices?

Yes. Special cases (discounts, unusual invoices, sensitive customers) can go through an approval step before they are sent.

Does this work with our other tools?

We work from your existing tools and stay vendor-independent. If your sales are managed in a CRM, invoicing can start from there directly.

Can this be set up remotely?

Yes. Setup is done entirely online, for businesses located anywhere in the world.

What if our prices or terms change?

The automations use the data in QuickBooks and your source tools. When your rates or terms change, you update them in one place; we show you how during training.

Keep exploring

Related pages

This automation is often step one. See how we automate an entire operation.

Automate QuickBooks Invoices and Payment Reminders