Final Invoice & Gratuity Reconciliation
A done-for-you catering automation built for the Billing Coordinator, connecting QuickBooks so the work below happens on its own.
What this automation does, step by step
After an event, this automation automatically reconciles the final headcount and any day-of add-ons against the original contract, generates the final invoice reflecting the true totals, and processes it.
A manual reconciliation that often happens days after the event, when details are half-forgotten, becomes immediate and accurate.
- Total Party Planner or Caterease
- QuickBooks Online
- Zapier or Make.com
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a billing coordinator remembering to check in, update records, and follow up, with no safety net if something slips. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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