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
This workflow pulls your actual ad spend data and your client billing records into Metabase so you can see in real time if any client is close to their monthly budget cap. You catch overages before they happen instead of explaining them after. It saves you from awkward client conversations and protects your margins.
Catch budget overages 5 days earlier and save 4 hours/week on manual spend reconciliation.
Saves ~4 hrs/week
When you launch a paid ad campaign, this workflow triggers an invoice in QuickBooks Online so your client gets billed right away. You stop chasing down billing dates and your cash flow stays steady. It works by connecting your campaign launch status to your accounting tool.
Get paid 7 days faster per campaign and save 3 hours/week on manual invoice creation.
Saves ~3 hrs/week
Log your completed work in a Coda (a flexible doc and spreadsheet tool) table, and Make watches for new completed entries to instantly push invoice data into QuickBooks Online. Your team can log work in plain language, and the billing happens in the background without anyone touching QuickBooks.
Reduce invoice delays from 5 days to same-day and save your billing person 3 hours/week on data entry.
Saves ~3 hrs/week
When you update a project's status to 'Done' in your Notion database, Make reads the project details and creates a ready-to-send invoice in QuickBooks Online. Your Notion workspace (an all-in-one notes and project tool) becomes the single place you manage work and trigger billing.
Save 4 hours/week and cut your average payment wait time by 6 days by invoicing clients the moment work is done.
Saves ~4 hrs/week
When a client fills out your job completion form in Cognito Forms (an online form builder), Make pulls their responses and creates a matching invoice in QuickBooks Online instantly. No copy-pasting client details or service descriptions ever again.
Cut invoice creation time from 20 minutes to under 2 minutes per job and deliver invoices within 5 minutes of work completion.
Saves ~3 hrs/week
Every time you check off a billable task in Todoist (your to-do list app), Make captures the task details and builds a line item in a QuickBooks Online invoice for that client. At the end of the week, all your billable work is already logged and ready to send.
Capture 100% of your billable work and save 2 hours/week by eliminating manual invoice line-item entry.
Saves ~2 hrs/week
When you mark a project complete in Basecamp, Make automatically creates a draft invoice in QuickBooks Online with the client name, project details, and your standard rates. You review and send it in one click instead of building it from scratch.
Save 3 hours/week on invoicing and get paid up to 7 days faster by sending invoices the same day work ends.
Saves ~3 hrs/week
When an invoice in QuickBooks Online is 7 days past due, this workflow adds a follow-up task in Todoist (a task management app) assigned to your billing staff with the student's name and amount owed. Your team always knows who to call next without digging through spreadsheets or accounting software.
Catch 100% of overdue invoices within 7 days and collect outstanding tuition 10 days faster on average.
Saves ~2 hrs/week
Use Softr (a no-code app builder) connected to your Notion database to give students a simple portal where they can see their invoices, payment history, and upcoming due dates. Students check their own balance instead of emailing your office, and you spend less time answering billing questions.
Cut billing-related admin emails by 60% and save your team 3 hours/week in back-and-forth communication.
Saves ~3 hrs/week
The moment a payment is recorded in QuickBooks Online, this workflow sends the student a branded receipt with course details and their remaining balance. Students feel confident their payment went through, and your staff fields fewer 'did you get my payment?' calls.
Save 2.5 hours/week on receipt emails and reduce payment confirmation calls by 80%.
Saves ~3 hrs/week
Pull payment data from QuickBooks Online into Metabase (a reporting tool that turns your data into charts) so you can see exactly which courses are making money and which are not. You get a live view of tuition revenue broken down by class, instructor, or month — no spreadsheet needed.
Cut monthly financial reporting time by 5 hours and spot your top-earning courses in under 2 minutes.
Saves ~1 hr/week
When a student fills out your enrollment form, this workflow automatically creates an invoice in QuickBooks Online and sends it to them right away. You stop chasing down payments manually and students get a clear bill the moment they sign up.
Save 4 hours/week on manual invoicing and collect first payments 3 days faster after enrollment.
Saves ~4 hrs/week
Our AI Tech Advisor can walk you through implementation, or connect you with a STOA consultant for hands-on help.
