Who has time for endless amounts of repetitive tasks? Certainly no one in accounts receivable – especially at month’s end.
That’s where Invoiced’s Automation Builder comes in, helping organizations simplify their invoicing and payment processes with just a few clicks. Whether it’s managing retainer agreements or handling day-to-day billing, customers are seeing significant results by automating their workflows. This article will explore real-life examples of how companies save time, reduce errors, and deliver a smoother client experience using Automation Builder.
Get ready to explore how these real-life scenarios can inspire you to create your time-saving automations!
What is Automation Builder?
Automation Builder is a tool that helps businesses take the hassle out of managing repetitive tasks. It allows you to set up specific rules, called triggers and actions, so your invoicing and payment processes run on autopilot. Whether you’re dealing with complex agreements like retainers or just want to ensure payments are processed smoothly, Automation Builder does the heavy lifting.
What Are the Benefits of Using Automation Builder?
Invoiced’s Automation Builder takes the heavy lifting off your team’s shoulders, helping them save time by handling repetitive tasks so they can focus on more critical, high-value work. It also keeps everyone on the same page—customers and your team alike—with automated updates that ensure smooth, transparent communication. Plus, you can say goodbye to manual errors. With customized workflows that follow your unique business rules, everything stays accurate and on track.
Real Customer Workflows
#1: Effortlessly Manage Retainer Invoices with Automation Builder’s Autopay Workflow
This automation workflow is designed to manage autopay settings for invoices with specific retainer conditions.
Workflow Type: Invoice
- Trigger:
- When: Invoice is created.
- Actions:
- Condition: If the invoice’s purchase order does not contain the word “Retainer.”
- not (invoice.purchase_order contains “Retainer”)
- Condition: If the customer’s metadata equals “Autopay Retainer Only.”
- metadata == “Autopay Retainer Only”
- Set Property Value: Disable autopay by setting the autopay
- Copy Property Value: Copy the metadata—term_name property to payment_terms on the invoice.
Why This Workflow Is Useful?
This workflow is incredibly useful for businesses dealing with retainer invoices and managing autopay settings automatically. Setting conditions around the invoice and customer metadata ensures that invoices containing “Retainer” or tagged as “Autopay Retainer Only” are handled differently, likely preventing automatic payments where they shouldn’t occur. This helps reduce the chance of errors, like charging clients prematurely or unnecessarily, especially for those on retainer agreements. It also frees the team from manual checks, making the billing process more efficient.
What’s In It For Your Customers?
This offers an organization’s end clients a lot of peace of mind. They know they won’t be auto-charged incorrectly, which can be a source of frustration. Instead, they get personalized handling of their retainer invoices, reflecting their agreement with the business. This customized experience helps maintain trust and ensures that clients are only billed according to the terms they’ve agreed to.
How Other Businesses Can Get Started With Similar Workflows
Other businesses could implement similar workflows to streamline the management of unique invoicing situations, whether for retainers, one-time services, or subscription-based billing. By building automations like this, companies can create more tailored experiences for their clients and reduce the likelihood of manual errors in their billing process. This also saves time and allows teams to focus on higher-priority tasks, improving overall efficiency.
#2: Sync Invoices Seamlessly from your ERP to Invoiced
This workflow automates autopay for eligible invoices synced from Netsuite to Invoiced. When an invoice with the “Netsuite_Autopay” tag is transferred, the system checks if the customer is “Eligible for Autopay.” If both conditions are met, autopay is enabled, and payment terms from Netsuite are copied to Invoiced. This ensures only qualified invoices are set to autopay automatically.
Workflow Type: Invoiced
- Trigger: When an invoice is synced from Netsuite to Invoiced.
- Actions:
- Condition: If the invoice metadata contains a specific tag or identifier for autopay (e.g., “Netsuite_Autopay”).
- Condition: Ensure the customer metadata includes “Eligible for Autopay.”
- Set Property Value: Enable autopay for the invoice (autopay = true).
- Copy Property Value: Copy relevant payment terms from Netsuite metadata to Invoiced’s payment terms.
Why This Workflow Is Helpful?
This workflow eliminates the hassle of managing invoices by automatically syncing data between Netsuite and Invoiced. No more manual updates or chasing payments— it’s a simple way to speed up the payment process and reduce potential mistakes, ensuring your cash flow stays consistent.
What’s In It For Customers?
For customers, this means less time spent on administrative tasks and fewer chances for errors. Integrating Netsuite and Invoiced ensures that invoices are ready to be paid without any extra steps. With autopay enabled for qualifying invoices, customers can count on timely payments, keeping things running smoothly and avoiding late fees or missed deadlines.
How Other Businesses Can Get Started
If you want to implement something like this, identify the key criteria—like tags or customer eligibility—that should trigger automation in your invoicing process. By setting up custom workflows that meet your business needs, you can create a seamless, hands-off experience for invoice management. Integrating your ERP with Invoiced means you can quickly avoid manual processes and streamline your operations.
Bringing It All Together
Automation Builder is a powerful solution for businesses looking to cut down on manual billing tasks and streamline their invoicing processes. Whether it’s managing retainer agreements, syncing ERP systems, or handling complex workflows, Automation Builder makes it simple to set up automations that save time, reduce errors, and deliver a smoother experience for clients. The real-world examples we’ve shared show just how impactful these automations can be, helping companies not only improve efficiency but also enhance client satisfaction.
Ready to experience the benefits of automation for your business? View a demo now to see how you can start building your own custom workflows with Invoiced!
