Smarter Week

How to automate it

How to automate “create and send customer invoices”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
70%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Create invoices automatically from closed deals or subscriptions

When a deal closes or a subscription renews, the invoice is created and sent without anyone retyping the order.

Typically saves about 60% of the time2 h to set up
  1. 1Check for a native integration: HubSpot or Salesforce to QuickBooks, Xero or NetSuite.
  2. 2For recurring billing, set up recurring invoices or use Stripe Billing or Chargebee.
  3. 3Map the fields (customer, product, price, terms) once.
  4. 4Review generated invoices daily for a few weeks, then move to spot checks.

Tools: HubSpot or Salesforce integrations · QuickBooks or Xero recurring invoices · Stripe Billing · Chargebee · Zapier or Make

Fix 2 of 2

Automation

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

AP / AR specialist

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Other common tasks for AP / AR specialists