How to automate invoicing and get paid 15 days earlier

Manual invoicing is one of the most tedious and error-prone processes in any company. But what if you could automate the entire process from generation to collection?

The problem: 20 monthly hours on invoicing

Our client, an IT services company with 15 employees, spent 20 hours per month just on:

• Collecting timetracking data
• Creating invoices manually
• Sending them by email
• Following up on payments
• Managing overdue accounts

The result: late invoices, frequent errors, and unpredictable cash flow.

The solution: End-to-end automation

We implemented complete automation that:

1. Automatically collects data

• Integration with Clockify (timetracking)
• Synchronization with client rates
• Automatic calculation of billable hours

2. Automatically generates invoices

• Customized templates per client
• Automatic sequential numbering
• Application of discounts and bonuses

3. Sends and follows up

• Automatic email sending on the 1st of each month
• Automatic reminders at 15, 25, and 30 days
• Overdue payment alerts to the sales team

Impressive results

After 6 months of implementation:

• -95% invoicing time: From 20 hours to 1 hour per month
• +40% cash flow improvement: Faster and more predictable collections
• -90% errors: Elimination of manual errors
• 15 days less collection time: From 45 to 30 days average

How did we do it?

The key was connecting all the tools they were already using:

Clockify → Zapier → FactusOL → Gmail → CRM

1. Zapier collects data from Clockify every day
2. FactusOL automatically generates invoices
3. Gmail sends invoices to clients
4. CRM records the status of each invoice

Could your company benefit?

If you spend more than 5 hours monthly on invoicing, probably yes. The clearest indicators:

• Late invoices
• Frequent errors in amounts
• Excessive time on payment follow-up
• Unpredictable cash flow

Next steps

Want to see how it would work in your company? We offer a free 60-minute analysis where we:

1. Audit your current process
2. Identify automation opportunities
3. Calculate potential savings
4. Give you an implementation plan

Book free analysis

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