How to automate your company's invoicing

Invoicing by hand is one of the most repetitive — and expensive — jobs in a company: copying data from the quote, calculating taxes, sending the PDF, chasing payment and matching it against the bank. All of it can be automated end to end. Here's how, step by step.

The 5 steps to automate invoicing

1. Unify clients, rates and products.

Most errors come from keeping data in several places. Centralise clients, prices and line items in a single system so you never rewrite anything on each invoice.

2. Generate the invoice from the sale.

The accepted quote or order should become an invoice without any retyping. One click (or automatically on acceptance) and the invoice is born with the right data.

3. Comply with VeriFactu automatically.

Every invoice needs a tax-authority record, a chained hash, a QR code and IGIC/VAT. Integrate that into your system and you comply without changing how you work. We explain it in integrating VeriFactu to measure.

4. Automate payments and reconciliation.

Send the invoice by email, handle SEPA batches and, when the payment lands, match it against the bank automatically. No more ticking off the statement by hand.

5. Add reminders and reports.

Due-date reminders for late payers, invoicing reports that generate and send themselves. That's pure process automation.

What you gain

Time: what took hours a week now takes minutes.
Fewer errors: no recalculating taxes or copying tax numbers by hand.
Better cash flow: you get paid sooner because you invoice and chase on time.
Compliance: VeriFactu as standard, no nasty surprises with the tax authority.

Change software, or automate the one I have?

You don't have to migrate to a SaaS. The usual route is to automate and integrate on top of the software you already use; and if a piece is missing (VeriFactu, reconciliation, reminders), it gets built to measure and plugged in. That way you comply and save without retraining your team on a new tool.

Frequently asked questions

Do I have to change software to automate invoicing?

Not necessarily. You can automate on top of what you already use; if a piece is missing, it gets built to measure and integrated.

Is automated invoicing legal under VeriFactu?

Yes, as long as it complies with VeriFactu (tax-authority record, chained hash, QR code). Integrating it into your system makes you compliant without changing how you operate.

How much time does it save?

Invoicing and reconciliation tasks that take hours a week usually come down to minutes. We measure the saving before we start.

How many hours do you spend invoicing and squaring the bank?
Tell us about your process and we'll say which part can be automated and how much you'd save — a 30-minute call, no strings attached.
Automate my invoicing