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How to Automate your Invoicing from Airtable

airtable other software zapier Jun 08, 2020

This morning, I was speaking to a prospective client - let's call him David. David had some questions about how Airtable could improve his business. We spoke about potential automation and process improvements for his business. Soon, the discussion turned to accounting - specifically Quickbooks Online. I was sad to hear that often David would set his clients up on payment plans, but without any real process around monitoring those plans. He shared with me that very often his clients would stop paying and it would go completely unnoticed for months!

I'm well aware of the cash flow problems that small businesses face, but there are certainly systems that you can put in place to help you keep track of financial events. Now, certainly these systems can become increasingly complex. However, for the sake of brevity, we'll keep this example as simple as possible.

A typical invoice is created when a business goes into their accounting software (let's assume Quickbooks). Typically, the following steps occur:

  • Find the customer or create them if they are new
  • Create a new invoice
  • Send the invoice to the client
  • View the invoice in your dashboard (showing you all your outstanding invoices)

What if all of this could be done by just clicking a link in Airtable?

In this tutorial, I show you:

  • How to build a "status" formula
  • How to use a webhook to trigger automation
  • How to customize a webhook with Airtable data
  • How to invoice directly from QBO without leaving Airtable
  • and so much more...

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