Letting Staff Create Invoices Even Without Quickbooks Access

The Client

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