Discover workflows that save your business time and money. See which tools work together and how to set them up.
116 automations found in Get Paid & Manage Money
Connect QuickBooks Online to Coda (a flexible doc and database tool) to automatically pull in your weekly income, outstanding invoices, and upcoming expenses into one simple page your whole team can see. You get a plain-English view of whether you have enough cash to cover payroll, parts orders, and rent — without digging through QuickBooks reports.
Cut your weekly cash review from 2 hours to 10 minutes and avoid surprise cash shortfalls.
Saves ~2 hrs/week
Use Cognito Forms (an online form builder) to send customers a deposit request link the moment a big parts order is approved. The form collects payment info and logs the deposit amount directly into QuickBooks Online before you spend a dollar at the parts counter. You stop fronting money on jobs that customers later cancel.
Eliminate parts write-offs from canceled jobs and collect deposits on 100% of orders over $300.
Saves ~2 hrs/week
Pull your parts purchases and labor revenue from QuickBooks Online into Metabase (a reporting tool that turns raw data into charts) so you can see your real profit margin per job type every day. Most auto shops lose money on parts markups without knowing it. This dashboard shows you exactly where your money goes.
Spot unprofitable job types in under 5 minutes and recover an average of 8% in lost parts margin.
Saves ~2 hrs/week
When your tech marks a repair order complete in your shop management system, this automation builds a detailed invoice in QuickBooks Online and emails it to the customer right away. You stop manually typing up invoices after every oil change, brake job, or transmission repair. Customers get their bill faster and you get paid sooner.
Save 4 hours/week on invoice creation and cut your average payment collection time by 2 days.
Saves ~4 hrs/week
When a client submits a certificate of insurance (COI) request through a Cognito Forms online form, Make logs it in Notion and triggers a QuickBooks Online invoice for any applicable processing fee. You get paid for admin work you used to do for free.
Recover up to $500/month in unbilled COI processing fees and cut request handling time by 70%.
Saves ~2 hrs/week
Connect QuickBooks Online to Metabase (a business reporting tool) so your premium revenue, outstanding balances, and monthly collections update automatically. You get a real-time view of your agency's cash flow without pulling a single manual report.
Save 3 hours/week on manual reporting and give your team live revenue data every day.
Saves ~3 hrs/week
This workflow checks your Notion policy database daily for renewals due in the next 14 days with no recorded payment. It creates a task in Todoist (a task management app) for your billing team and logs the at-risk policy so nothing slips through. You stop losing clients to accidental lapses.
Catch 100% of unpaid renewals 14 days early and reduce policy lapses by up to 80%.
Saves ~2 hrs/week
When a client premium payment is recorded as received in QuickBooks Online, Make triggers a calculation and logs the agent commission amount into a Coda (a flexible spreadsheet-database tool) tracker. Your agents always know what they've earned without you running manual reports.
Cut monthly commission reconciliation from 6 hours to under 30 minutes.
Saves ~1 hr/week
When a new policy is marked as bound in your system, this workflow automatically creates a premium invoice in QuickBooks Online and logs the billing details in a Notion database. You stop manually entering policy data into two systems every time a deal closes.
Save 4 hours/week on manual invoice creation and get premium invoices to clients same-day.
Saves ~4 hrs/week
Many marketing agencies work with freelance designers, copywriters, or media buyers overseas. This workflow uses Wise — a tool for low-fee international money transfers — to pay contractors automatically when you mark their invoice as approved in QuickBooks Online. You stop paying high bank wire fees and your contractors get paid faster in their local currency.
Save up to $25 per international payment in wire fees and cut contractor payment time from 5 days to 1 day.
Saves ~2 hrs/week
When you sign a new marketing client, send them a Cognito Forms link to collect their billing contact, payment terms, and purchase order (PO) number — which is a code clients use to authorize spending. Make then pushes that info directly into QuickBooks Online so you can invoice them right away without any back-and-forth emails. You start the billing relationship clean from day one.
Cut new client billing setup from 2 days to under 2 hours and eliminate data entry errors.
Saves ~2 hrs/week
Use Coda to build a simple tracker where your team logs completed deliverables each month. When the month closes, Coda calculates the final retainer fee based on what was actually delivered and pushes the total to QuickBooks Online as a draft invoice. You stop guessing on billing and your clients see exactly what they paid for.
Cut monthly invoice prep time from 6 hours to 30 minutes and reduce client billing disputes by half.
Saves ~1 hr/week
Our AI Tech Advisor can walk you through implementation, or connect you with a STOA consultant for hands-on help.
