Manual invoicing is time you're spending that software should be spending.
Invoicing that requires someone to log into QuickBooks, create an invoice, and email it out — every month, per client — is a workflow that should have been automated three years ago. We build the invoicing automation that eliminates the manual work and eliminates the errors.
Manual invoicing workflow that consumes hours each month and is prone to the errors and delays that damage client relationships and delay cash collection
Manual invoicing fails in two ways: it takes time, and it introduces errors. Both have a cost.
The time cost: a typical service business with 20–30 active clients spends 6–12 hours per month on invoicing — generating invoices, cross-referencing hours or project milestones, emailing to the right contact, following up on unpaid invoices, reconciling payments. That's 72–144 hours per year on a task that software can handle.
The error cost: manual invoicing produces incorrect invoices when the hours tracked don't match the hours billed, when the project scope changed but the invoice template didn't, or when the wrong client contact receives the invoice. Every incorrect invoice requires a correction cycle — resending, reprocessing, and reconciling — that costs more time than the original invoice.
The software solution: invoicing connected to the source data. For service businesses, the source data is time tracking or project milestones. For SaaS, it's Stripe's subscription billing events. For e-commerce, it's fulfilled orders. The invoice is generated from the source data — not typed by a human.
Automated invoicing system connected to the CRM or project tracking data — invoices generated, sent, and reconciled without manual intervention
Stripe Invoicing setup
Stripe Invoices configured with the business's invoice template (branding, payment terms, line item format). Invoices generated via Stripe API from source data and sent from Stripe's deliverability-optimized email system.
Source data connection
Integration with the existing project tracking tool (Harvest, Toggl, Jira, or a custom tool) to pull the billable data. Automated invoice generation triggered by project milestone completion or billing period end.
Client self-service payment
Stripe-hosted invoice payment page — clients pay via credit card, ACH, or bank transfer directly from the invoice link. Payment confirmation and receipt sent automatically.
Outstanding invoice automation
Automated payment reminders at configurable intervals (7 days, 14 days, 30 days overdue) without requiring manual follow-up.
Accounting system sync
Paid invoice reconciliation synced to QuickBooks Online or Xero via their APIs — the accounting system updated without manual entry.
One honest number to start.
Fixed-scope, fixed-price. The number below is the starting point — final scope is built from your brief.
Automated invoicing system connected to the CRM or project tracking data — invoices generated, sent, and reconciled without manual intervention
Three steps, every time.
The same repeatable engagement on every project. No surprises, no mystery, no billable ambiguity.
Brief & discovery.
We send you questions, then get on a call. Output: a written scope with every step, feature, and integration listed.
Build & ship.
Fixed schedule, weekly reviews. No scope creep unless you change the scope — and if you do, we reprice it transparently.
Warranty & retainer.
30-day warranty on every launch. Most clients stay on a monthly retainer for ongoing features and maintenance.
Why Fixed-Price Matters Here
Invoice automation scope is defined by the source data and the existing tools. Fixed price after the workflow audit.
Questions, answered.
QuickBooks has an invoicing system, but it's designed for manual operation. Automating invoicing via Stripe and syncing paid invoices to QuickBooks (via the QuickBooks Online API) gives you automation while preserving the accounting system your bookkeeper uses.
Time-tracking to invoice automation is the most common use case. Integration with Harvest, Toggl, or Clockify — pulling hours by client by billing period — connected to Stripe Invoice line item creation. The invoice reflects the exact hours tracked.
Invoice automation with Stripe and accounting sync: from $12k. Custom source data integration: from $18k. Fixed-price.
Tell Ryel about your project.
Describe what you’re building and what outcome you need. You’ll have a written, fixed-price scope within the week.