Letting Staff Create Invoices Even Without Quickbooks Access
TABLE OF CONTENTS
Invoice creation time dropped to 1 minute.
Time spent aligning on item descriptions and emailing dropped to zero minutes.
Employees are empowered, and accountants have more free time.
The Client
This project is an internal project, built by us, for us. 😀
The Problem
- Employees in Sales or Operations need to generate invoices for clients.
- However, it's not wise to give them access to Quickbooks or Xero.
- Employees used to ping Accountants on Slack to ask for invoices, leading to:
- wasted time waiting for a request to be processed, and
- errors in typing and emailing invoices.
The Solution
- We've built automation that creates an invoice from a form submission.
- The form is connected to a database to automatically pull and populate client details such as name and email address.
The Results
- Employees can generate invoices on their own.
- Invoice creation time dropped to 1 minute.
- Time spent aligning on item descriptions and emailing dropped to zero minutes.
- Accountant freed from menial tasks.
Tech Used
- Airtable for the clients database.
- Fillout to create clients and invoices.
- Google Docs to generate PDFs.
- Zapier to connect with Gmail and send emails.
- Zapier to create invoices in Quickbooks or Xero
