Skip to content
01Home02Websites03Automation04NFC05Work
← Back to workAutomation

Automatic Monthly Invoicing

Every client invoiced, sent and logged on the same day each month, untouched.

Confidential: professional services client

1st of the monthAll invoices sent
  • Client A Sent
  • Client B Sent
  • Client C Sent
  • Client D Sent

Once a month, the system sends every client their invoice on its own. Nobody has to remember, type or click.

Before and after

What changed for this client

The same monthly job, before and after we automated it.

Before: done by hand
Time spent each monthMost of a day
  • Someone sat down at the start of every month and built each invoice one by one.
  • Extras on top of a client's plan were added from memory, so line items got missed.
  • The spreadsheet, the emails and the invoices could easily disagree with each other.
After: runs itself
Time spent each monthJust a quick check
  • Invoices go out on the same day every month, with no one involved.
  • Extras are added every time, because the system decides, not a person.
  • The spreadsheet always shows who has been billed, so nothing is checked twice.
How it works

Six small steps, all automatic

Scroll down to follow one invoice from start to finish.

  1. Step 1

    It wakes up on its own

    On the same day every month, the system starts. No reminder needed.

  2. Step 2

    It checks your client list

    It reads a simple spreadsheet to see who is due to be billed this month.

  3. Step 3

    It picks the right invoice

    Clients with extras get an invoice that includes them. Everyone else gets the standard one.

  4. Step 4

    It writes the invoice

    Each client's details are filled into your invoice template and saved as a ready-to-send file.

  5. Step 5

    It emails the client

    The invoice is sent straight from your Gmail, so it looks like it came from you.

  6. Step 6

    It ticks them off

    The spreadsheet is updated, so no client is ever billed twice in the same month.

Automatic Monthly Invoicing automation flow
The real set-up behind the scenes, for anyone who likes to see the wiring.
What it takes

You probably already have everything it needs

No new software to learn. We connect the tools you already use.

A client spreadsheet

The list you probably already keep: who your clients are, what they pay, and whether they have extras.

Your invoice template

The document you already send. We reuse it, so invoices look exactly as they do today.

Your Gmail account

So invoices are sent from your own address and appear in your sent folder.

Getting it running

How we set it up for you

  1. 1

    We talk it through

    You walk us through how you invoice today, including the odd exceptions.

  2. 2

    We build and test it

    We run it on dummy clients first, so nothing reaches a real inbox until it is right.

  3. 3

    We switch it on

    On the first real run you simply check that it went out. After that, you can forget about it.

Where else this works

If it repeats, it can usually be automated

Subscriptions and retainers

Monthly fees that are the same every cycle.

Rent and membership fees

Anything that repeats on a fixed date.

Add-on pricing

Base plans with extras that are easy to forget.

Anything in a spreadsheet

If you already track it there, the manual steps around it can go.

Got a repetitive process eating your week?

Let's automate it