1.Monitor authorised sales invoices
Integrate Xero and accounting systems to catch new authorised invoices and trigger the workflow with invoice reference data.
Add new invoices to recruiting ops invoice register
Automatically capture authorised sales invoices across Xero, Google Sheets, Airtable, and Slack. Create and update invoice records when authorised invoices arrive, normalize dates and line items, and notify recruiting when placement lookup failsβso you can reconcile invoices without manual follow-up.
How this automation protects invoice accuracy
When authorised sales invoices arrive, delays and mismatched records can slow close and block recruiting operations. This automation waits briefly, normalizes invoice fields, logs to your register, updates Airtable, and notifies recruitingβso your team can resolve mismatches fast.
Xeroor swap with your favorite app
2.Wait for accounting finalization
Integrate Delay by Zapier and automation scheduling tools to pause briefly so accounting processing finishes before formatting.
Delay by Zapieror swap with your favorite app
3.Normalize invoice date and lines
Integrate Formatter by Zapier and data formatting tools to convert dates to DD/MM/YYYY and extract short line-item text.
Formatter by Zapieror swap with your favorite app
4.Add invoice row to register
Integrate Google Sheets and spreadsheet workflows to create a register row with invoice number, client name, dates, totals, and description.
Google Sheetsor swap with your favorite app
5.Find or create invoice record
Integrate Airtable and database tools to match by invoice number and date, then update fields or create a new record.
Airtableor swap with your favorite app
6.Send recruiting DM on misses
Integrate Slack and messaging tools to DM recruiting when placement lookup fails so they can resolve the mismatch.
Slackor swap with your favorite app
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Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
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