Vendor Invoice Approval & Payment Scheduling System
A done-for-you law firm automation built for the Law Firm Office Manager, connecting Jotform, QuickBooks, and Slack so the work below happens on its own.
What this automation does, step by step
Every vendor invoice received by the firm (court reporter, process server, expert witness, office supplies) is automatically routed to the appropriate matter or overhead code, sent to the office manager for one-click approval, and queued for payment on the next scheduled payment run.
Invoices that sit unapproved for more than five business days trigger an escalation.
At month end, an expense summary by matter and by vendor category is generated automatically, giving the office manager the data needed for budget reviews without exporting anything manually from any system.
- QuickBooks Online or a legal billing platform
- Zapier or Make.com
- Jotform or email (invoice intake and approval flow)
- Google Sheets (expense summary)
- Slack (unapproved invoice escalations)
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
Left to a person, this means a law firm office manager re-enters the same data more than once, double-checks it by hand, and still occasionally misses something. 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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