Invoice and Payment Automation (AI Prompt)

## Invoice Generation Automation

**Trigger Conditions:**

| Scenario | Trigger | Invoice Type |
|----------|---------|--------------|
| New contract signed | HubSpot deal = "Closed Won" | Deposit invoice (50%) |
| Monthly retainer | 1st of month | Recurring invoice |
| Project milestone | Trello card = "Complete" | Milestone invoice |
| Hourly work | Sunday 6pm | Weekly hours invoice |
| Subscription renewal | 30 days before anniversary | Annual renewal |

**Automation Flow (using Zapier + QuickBooks + Stripe):**

```
Trigger: HubSpot Deal = "Closed Won"
     ↓
Delay: Wait 1 hour (allow for data sync)
     ↓
QuickBooks: Create Invoice
  - Customer: Match by email
  - Line items: From deal products
  - Amount: Deal value × 50% (deposit)
  - Due date: Today + 7 days
  - Terms: Net 7
     ↓
QuickBooks: Get Invoice PDF
     ↓
Gmail: Send Invoice Email
  To: Customer email
  Subject: "Invoice from [Company] - [Project Name]"
  Body: [Template below]
  Attachment: Invoice PDF
     ↓
Stripe: Create Payment Link
  Amount: Invoice total
  Success URL: Thank you page
     ↓
Slack: Notify #accounting
  "New invoice sent: [Customer] - $[Amount]"
```

**Invoice Email Template:**

---

Subject: Invoice #[INV-XXX] from [Company] - [Project Name]

Hi [First Name],

Thanks for choosing to work with us! Attached is your invoice for [Project/Service].

**Invoice Details:**
- Invoice #: [Number]
- Amount: $[Amount]
- Due Date: [Date]

**Pay Now:** [STRIPE PAYMENT LINK]

Payment is easy - just click the link above to pay by credit card.

If you prefer to pay by ACH/bank transfer, our details are:
[Bank details]

Questions about this invoice? Just reply to this email.

Best,
[Your Name]

---

## Payment Reminder Sequence

**Pre-Due Reminder (3 days before):**

Subject: Friendly reminder: Invoice #[XXX] due in 3 days

Hi [Name],

Just a quick heads up that invoice #[XXX] for $[Amount] is due on [Date].

[PAY NOW BUTTON]

If you have already sent payment, thank you! Please disregard this reminder.

Best,
[Company]

**Due Date Reminder (Day of):**

Subject: Invoice #[XXX] is due today

Hi [Name],

Invoice #[XXX] for $[Amount] is due today.

[PAY NOW BUTTON]

If you have any questions about this invoice, just reply to this email and we will sort it out.

Thanks,
[Company]

**Overdue Sequence:**

| Days | Subject | Tone | Escalation |
|------|---------|------|------------|
| +1 | "Invoice #XXX is past due" | Friendly | None |
| +7 | "Second notice: Payment overdue" | Firm | CC Account Manager |
| +14 | "Action required: Invoice 14 days past due" | Serious | Phone call attempt |
| +30 | "Final notice before collections" | Final | Pause services |
| +45 | "Account sent to collections" | Legal | Collection agency |

**Automation Logic for Overdue:**

```
Daily at 9am:
  Query: Invoices WHERE status = "unpaid" AND due_date < today
     ↓
  For each invoice:
     ↓
  If days_overdue = 1:
    Send: Overdue Day 1 email
     ↓
  If days_overdue = 7:
    Send: Overdue Day 7 email
    Create: Task for account manager
     ↓
  If days_overdue = 14:
    Send: Overdue Day 14 email
    Create: Urgent phone call task
    Alert: Slack #collections
     ↓
  If days_overdue = 30:
    Send: Final notice email
    Action: Pause customer account
    Alert: Email to founder
     ↓
  If days_overdue = 45:
    Action: Send to collections agency API
    Tag: Customer as "Collections"
```

## Accounting Integration

**QuickBooks Sync Automation:**

| Event | QuickBooks Action | Timing |
|-------|-------------------|--------|
| Invoice created | Create invoice | Real-time |
| Payment received (Stripe) | Apply payment to invoice | Real-time |
| Partial payment | Create payment, leave balance | Real-time |
| Refund issued | Create credit memo | Real-time |
| Subscription canceled | Final invoice + close | Real-time |

**Reconciliation Automation (weekly):**

```
Every Sunday at 6pm:
     ↓
Fetch: All Stripe transactions (last 7 days)
Fetch: All QuickBooks payments (last 7 days)
     ↓
Compare: Match by transaction ID
     ↓
If: Mismatch found
     ↓
Then: Create reconciliation report
      Email: accounting@company.com
      Subject: "Weekly reconciliation - [X] items need review"
```