Invoice Automation Workflows

Get invoices out the door and chase payment without manual effort. Many invoicing automations are triggered from projects, such as raise an invoice when a project hits a status. This guide covers the invoice-specific trigger and action; see Projects & Tasks for the project-driven billing templates.

Invoice Triggers

• Invoice Created - | Event | An invoice is created.
• Invoice Timer - | Timer (daily) | Runs daily over unpaid invoices (where payments are less than the total due). Used for payment reminders.

Invoice Conditions

Common invoice fields to filter on:

• Total - e.g. only chase invoices over a value
• Amount Paid / Outstanding - compare Total paid to Total to find unpaid ones.
• Due date - for "N days overdue" reminders via the timer trigger.

Invoice Actions

• Complete Project - marks the project status as complete when invoice is triggered.
• Send Invoice Email - emails the invoice to the client.

Automation Library Invoice Templates

There are no pre-built Library templates for purchase orders yet, but the triggers and actions above are fully available when you build your own workflow (Workflows → Add Workflow).

Examples workflows to raising invoices automatically:

The actions that create invoices live on the project side, because that's where the billing logic and amounts come from. Using Project Status Updated or Project Created you can automatically:

• Raise a deposit invoice when a project starts.
• Raise a progress invoice at a milestone status.
• Raise the final invoice (remaining balance) on completion.
• Invoice actual usage (time, stock, billable purchases) on completion.

Each of these can either leave a draft for you to review, or, in the "create and send" versions, be approved and emailed automatically. See the billing templates in Projects & Tasks

Example workflow to create invoice payment reminders:

There's no pre-built payment-reminder template yet, but you can build one:

• Payment reminder - Invoice Timer → Condition: Due date is exactly 7 days old (and 14, 21…) → Send Invoice Email to the client. Each reminder fires once on its day.

Invoice Workflow Tips

• Invoice automations respect your tax, markup and client credit-term settings.
• Production jobs are skipped by the project billing actions.

Test approve-and-send billing with Draft first, then switch to Approved once you're confident the amounts are right.