Billing, Payments & Finance Automations
Invoices that send themselves, payment reminders that get paid, and books that close on time.
Cash flow problems are often process problems: invoices that go out days late, reminders nobody sends, failed card payments nobody notices, and month-end closes built on spreadsheets.
These automations connect the moment work is finished to the moment it is billed, follow up on unpaid balances politely and consistently, recover failed payments, and keep finance data reconciled as it happens.
All Billing, Payments & Finance automations
Project Milestone Billing Trigger
As a project reaches each contractually defined milestone, schematic design complete, design development complete, construction documents issued…
Body Shop Estimate & Insurance Claims Coordination
Once a repair estimate is prepared in the body shop, it's automatically sent to the customer for review and, at the same time, submitted directly to…
Membership Renewal & Failed Payment Recovery
For unlimited wash club members, this automation automatically retries a failed monthly charge, texts the member a payment update link, and only…
Final Invoice & Gratuity Reconciliation
After an event, this automation automatically reconciles the final headcount and any day-of add-ons against the original contract, generates the…
CAM Reconciliation Reminder
At year-end, this automation automatically compiles actual common area maintenance expenses against what tenants were billed throughout the year…
Affiliate & Influencer Commission Tracking
Every sale that comes through an affiliate or influencer's unique link is automatically tracked back to its source using Refersion or ReferralCandy…
Chargeback & Dispute Alert System
The moment a customer's bank initiates a chargeback through Stripe or PayPal, this automation immediately alerts the finance manager through Slack…
Subscription Renewal & Failed Payment Recovery
When a recurring subscription charge fails inside Recharge or Stripe Billing, this automation doesn't just retry the card once and give up: it…
Tuition Reminder & Overdue Account Alert System
Five days before each tuition installment is due, families are automatically sent a reminder email and text with the amount owed and a direct…
Giving Statement & Tax Receipt Automation
At year-end, or whenever requested, this automation automatically compiles each donor's full giving history into a properly formatted tax statement…
Giving Statement & Year-End Tax Receipt System
Throughout the year, first-time givers receive an automatic thank-you acknowledgment with a summary of how their gift is being used.
Expense Categorization & Monthly Close System
Bank and credit card transactions sync automatically into the accounting system each night, and a categorization engine applies the correct chart of…
Failed Payment Recovery Sequence
A declined membership payment automatically triggers a retry along with a notification to the member with a direct link to update their card, before…
Budget Variance Alert System
Actual spending data syncs out of QuickBooks Online into a live budget-versus-actual model in Google Sheets every night, and any department that…
Commission Calculation & Payout Automation
Closed-won deals sync out of Salesforce the moment they're marked won, and Make.com runs each one against the rep's commission plan, factoring in…
Expense Report Approval Routing
Employees submit expenses with a photo of the receipt straight from their phone, and the workflow reads the amount and category automatically…
Expense Report Submission Reminders
Every employee with a company card or reimbursable purchase gets tracked against a monthly expense submission deadline in Expensify, and anyone who…
Invoice Payment Reminder Sequence
Every invoice generated in QuickBooks Online is automatically enrolled in a staged reminder sequence: a polite email reminder goes out three days…
Monthly Financial Close Checklist Automation
On the first business day of every month, a standardized close checklist automatically spins up in Asana with every task assigned to the right team…
Overdue Invoice Escalation Workflow
When a customer invoice in Bill.com passes 30 days past due, the account is automatically flagged and a firmer follow-up email goes out referencing…
Petty Cash and Reimbursement Approval Routing
When an employee submits a reimbursement request with a photo of the receipt through a simple Airtable form, the request is automatically checked…
SaaS Subscription Spend Audit Alerts
Every software subscription the company pays for gets pulled automatically each month from the corporate card statement and cross-referenced against…
Vendor Payment Reminder System
Every vendor bill entered into Bill.com is automatically checked against its payment terms, and as the due date approaches, the accounts payable…
Budget Amendment & Departmental Approval Workflow
When a department submits a budget amendment request, this automation routes it through the required approval chain (department head, finance…
Grant Application Pipeline & Compliance Reporting System
Every active grant (federal, state, and foundation) lives in a single pipeline with key dates: application deadline, award notice, contract…
Financial Assistance Application Routing
Patients who indicate financial hardship during intake automatically receive the financial assistance program application and are routed directly to…
Outstanding Balance Payment Reminder Sequence
Once a patient's account carries an outstanding balance past the insurance adjustment period, this automation automatically enrolls them in a…
Session Notes Reminder & Insurance Billing Trigger
Each time a session is marked complete in the calendar, the therapist receives an automated prompt to finalize their session notes within 24 hours.
Financed Job Payment Reminder
For customers who financed a larger job through a third-party lender, this automation syncs directly with the financing provider's payment schedule…
Job Completion to Invoice Automation
The moment a technician taps "job complete" in the field app, this automation pulls the line items, labor hours, and parts used directly from the…
Rebate & Tax Credit Paperwork Automation
After a qualifying install, such as a high-efficiency HVAC system, a solar array, or a heat pump water heater, this automation automatically pulls…
Subcontractor Invoice Reconciliation Automation
Subcontractor invoices are automatically matched against the corresponding completed work orders, flagging any discrepancy in scope, hours, or…
Post-Service Photo & Invoice Automation
When a crew marks a job complete in the field app, this automation automatically attaches the before and after photos to the customer's record…
Client Cost Advance Tracking System
Every cost the firm advances on a client's behalf, filing fees, expert witness retainers, medical record requests, is automatically logged against…
Fee Dispute Early Warning Alert
Late or partially disputed invoice payments automatically flag the account for a proactive conversation with the client before the situation grows…
General Counsel Retainer Renewal Automation
For clients on an ongoing general counsel retainer, the automation automatically tracks each retainer's term end date in Clio and, 60 days ahead of…
Matter Profitability & Unbilled Time Alert System
At the end of each week, this automation pulls every open matter the attorney has billed time to, compares total time captured against the retainer…
Monthly Billing Invoice Auto-Generation
Throughout the month, as attorneys log billable time entries directly in Clio or TimeSolv, the automation automatically compiles every entry tied to…
Retainer Balance Low Alert System
The automation continuously monitors each client's trust or retainer balance inside the billing platform, and the moment a balance drops below a…
Settlement Disbursement Checklist Automation
Once a settlement is marked approved in Clio, the automation automatically generates a disbursement checklist specific to that matter type, covering…
Trust Account Reconciliation Alert System
The automation runs a daily reconciliation check comparing trust account activity in the firm's accounting software against the ledger balances…
Vendor Invoice Approval & Payment Scheduling System
Every vendor invoice received by the firm (court reporter, process server, expert witness, office supplies) is automatically routed to the…
Job Completion Photo & Invoice Automation
When a technician marks a job complete, this automation automatically attaches photos of the completed work, generates the invoice, and sends it to…
Freelancer Invoice & Payment Tracker
When a freelance contributor submits an invoice for a completed piece, this automation automatically checks it against the agreed rate and word…
Storage Payment & Lien Notice Automation
For storage facilities, this automation automatically sends a payment reminder five days before each unit's due date, and if payment is missed…
Grant Deadline Tracker & Application Status System
Every active grant opportunity (prospect, applied, pending, awarded, declined) lives in a single pipeline that the executive director can see at a…
Instant Tax-Compliant Donation Receipt System
The moment a donation is processed, whether through the website, a mail-in check entered manually, or a matching gift, the donor automatically…
Joint Interest Billing & Revenue Distribution System
At the close of each production month, this automation pulls lease operating expenses by cost code and working interest owner from the accounting…
Royalty Payment Calculation & Statement Generator
Based on production volumes and the ownership interests on file, this automation automatically calculates each royalty owner's payment for the…
Estimated Tax Payment Reminder System
Clients who make quarterly estimated tax payments automatically receive a reminder ahead of each deadline with their specific amount due and clear…
Fee Schedule Change Advance Notification
When a firm updates its fee schedule, every affected client is automatically notified in advance with a clear explanation of what's changing and…
Invoice Reminder & Late Fee Sequence
This automation tracks every unpaid invoice and automatically sends a friendly reminder a few days ahead of the due date, a firmer reminder the day…
Recurring Fee Invoice Auto-Generation
Recurring advisory or service fees are automatically calculated based on account value or an agreed schedule, and an invoice is generated and sent…
Subcontractor Invoice Reconciliation
As subcontractor invoices come in for a restoration job, this automation automatically checks them against the original scope of work and flags any…
Delinquent Account Escalation Workflow
Overdue accounts automatically move through a defined escalation sequence, an initial reminder, a formal late notice, and finally a referral to…
Monthly Owner Statement Auto-Generation
Monthly financial statements for each property owner are automatically compiled from rent collected and expenses paid, then delivered on a…
Rent Payment Reminder & Late Fee Notice System
Tenants automatically receive a reminder a few days before rent is due, and if payment hasn't posted after the grace period, an automatic late…
Security Deposit Return Calculation System
At move-out, the automation calculates deposit deductions directly from the move-out inspection data already on file and generates the itemized…
Agent Commission Disbursement Tracking System
When a deal's status changes to closed in the transaction platform, the automation automatically pulls the final sale price and the agent's…
Automatic Seller Net Proceeds Sheet Generator
Once a listing agreement is signed, the automation pulls the agreed list price, existing mortgage payoff estimate, and typical local closing costs…
Commission Disbursement & Post-Close File Archiver
Once a transaction closes, this automation pulls the final settlement statement, calculates commission splits per the agreement on file, generates a…
Installation Milestone Payment Trigger
As a project passes each contractually defined milestone, site survey, permit approval, installation complete, activation, this automation…
Private Event Deposit Deadline Reminder
Once a private event or banquet is booked, the client automatically receives a payment reminder as the deposit deadline approaches, with the exact…
Supplier Invoice Discrepancy Alert
Every delivered supplier invoice is automatically checked against the original purchase order line by line, and any mismatch in quantity or price is…
Parent Communication & Tuition Billing System
Parents receive automated daily updates from teachers via the parent app, and the center director's weekly newsletter is drafted from a simple form…
Timesheet-to-Billing Trigger
For placed contractors, this automation automatically sends a timesheet reminder at the end of each work week, and once the timesheet is submitted…
Failed Payment Recovery Sequence
When a subscription payment fails, this automation automatically retries the charge on a set schedule, typically at 1, 3, and 7 days, and emails the…
Payment Failure Recovery & Collections Workflow System
When a payment fails, this automation immediately attempts a retry after 24 hours, sends the customer a payment failure notice with an update link…
Payment Milestone Reminder Sequence
Based on the payment schedule written into the contract, typically a deposit at booking, 50% at 90 days out, and the final balance at 30 days out…
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