Invoice automation that chases payment so you don't have to.
Invoice automation drafts the invoice, sends reminders on a schedule, and reads documents like quotes and receipts so nobody retypes them. QuickBooks stays the system of record, and a person still approves anything before it posts.
Most invoices don't go unpaid. They go unremembered.
A reminder on day 7 and day 14 gets more invoices paid than a stronger collections process ever will. Usually the customer isn't refusing to pay. Nobody sent the reminder.
Accounts receivable automation handles that schedule: drafting the invoice, sending the reminders, and matching the payment when it lands. A person still approves what goes out and steps in on anything that's actually a dispute.
A quote, turned into cash.
From the quote your estimator sends, to the payment landing in the bank.
Where the automation runs, and where a person still signs off.
- Machines run it: Quote drafted
Pulled from your price list and the job details.
- People keep it: Price approved
Your estimator confirms it before it sends.
- Machines run it: Invoice created
Generated in QuickBooks the day the job is marked done.
- Machines run it: Reminders sent
Day 7 and day 14, if it's still unpaid.
- People keep it: Past due reviewed
Anything over 21 days goes to a person, not another reminder.
- Machines run it: Payment matched
Recorded against the invoice when it comes in.
Sample automations.
What triggers each one, what it does, and what a person still checks.
| Automation | Trigger | What it does | A person checks |
|---|---|---|---|
| Quote follow-up | A quote sits open for 5 days | Sends a short nudge from the estimator's email | Any reply, and every price change |
| Invoice reminders | An invoice passes day 7 unpaid | Sends a reminder, then a second one at day 14 | Anything still open after day 14 |
| Receipt and bill entry | A PDF lands in the bills inbox | Reads it and drafts the bill in QuickBooks | Every bill before it posts |
| Payment matching | A payment lands in the bank feed | Matches it to the open invoice and marks it paid | Anything that doesn't match cleanly |
Built inside QuickBooks and the tools around it.
Your books stay the system of record. We build around it, not instead of it.
- QuickBooks
- Zapier
- Make
- HubSpot
What this isn't.
Plain answers to the things owners worry about most.
Questions about invoice and document automation.
What is accounts receivable automation?
Accounts receivable automation drafts invoices, sends payment reminders on a schedule, and matches payments as they come in, so collecting on time doesn't depend on someone remembering.
Does it replace QuickBooks?
No. It works inside QuickBooks. Your books stay exactly where they are, and every automation shows up as a normal entry someone can review.
Can it read a supplier invoice or a receipt?
Yes. Document processing pulls the vendor, amount and due date off a PDF and drafts the bill in QuickBooks for someone to check before it posts.
What if a customer disputes an invoice?
It gets flagged for a person and the reminders stop. Automated follow-up is for invoices nobody's arguing about.
What does it cost?
The review is a fixed fee, quoted before we start. The build is fixed scope, usually 4 to 10 weeks, priced before any work begins.
Start with a two-week review.
Fixed fee. You finish with a ranked plan of what to fix first, what it saves and what it protects.
Prefer email? Write to hello@satsumahq.com