What it does
It automatically creates and sends invoices when deals are marked as accepted, won, or signed in your CRM. All deal details, line items, and client information flow directly into the invoice without manual data entry.
Why I recommend it
Invoice creation is repetitive admin work that delays cash flow. Automation sends invoices immediately when deals close, speeding up payment and eliminating the gap where invoicing gets forgotten during busy periods.
Expected benefits
- Faster cash flow from immediate invoicing
- Zero admin time creating invoices manually
- Fewer invoicing errors from data transfer
- More consistent billing without delays
How it works
Deal marked won/accepted → automation pulls deal value, line items, client details → creates invoice in accounting system → sends to client → logs invoice number in CRM → optionally creates payment task.
Quick start
Map your CRM deal fields to invoice fields in a spreadsheet first. Test manual invoice creation. Once mapping is reliable, automate the trigger from deal closure to invoice generation.
Level-up version
Include service descriptions and custom terms automatically. Generate different invoice templates based on service type or client tier. Auto-schedule recurring invoices for retainer clients.
Tools you can use
Accounting: Xero, QuickBooks, FreshBooks
CRM: GoHighLevel, HubSpot, Pipedrive
Automation: Zapier, Make, n8n
Technical implementation solution
- No-code: CRM deal stage change trigger → map fields to invoice → create invoice via accounting integration → send email notification.
- API-based: CRM webhook on deal won → accounting API creates invoice with line items → email API sends invoice → CRM API logs invoice ID and status.
Where it gets tricky
- Handling variable product/service structures
- Ensuring tax calculations are correct
- Managing different payment terms per client type
