1.Monitors new labeled invoice emails
Integrate Gmail and email label tools to detect new invoice request emails and to capture subject and attachments.
Create invoice PDF and draft customer email from request
Automatically monitor invoice request emails across Gmail and billing document tools. Create invoice PDFs and draft review-ready customer emails when label-matched requests arrive, invoice attachments are present, or invoice references are readableβso you can generate documents, prefill billing drafts, and validate line items without manual invoice drafting.
How this automation generates invoice PDFs and billing drafts
When a new email matching your configured label lands in Gmail, invoice details can sit idle until someone manually extracts, formats, and sends them. This automation pulls an invoice reference, retrieves header and line items, and builds a PDF and drafts a billing emailβso your team can speed up invoice review and reduce rework.
Gmailor swap with your favorite app
2.Extracts invoice reference token
Integrate Formatter by Zapier and parsing tools to extract the invoice reference from email subject and body to create a reference token.
Formatter by Zapieror swap with your favorite app
3.Retrieves invoice header and lines
Integrate SQL Server and database tools to run a parameterized query using the extracted reference and to retrieve invoice fields and line items.
SQL Serveror swap with your favorite app
4.Normalizes line items and totals
Integrate Code by Zapier and data transformation tools to normalize line item JSON into a template layout and calculate totals.
Code by Zapieror swap with your favorite app
5.Creates PDF from invoice template
Integrate Google Docs and document templating tools to create an invoice document, map fields, and export a PDF link.
Google Docsor swap with your favorite app
6.Creates draft billing email with PDF
Integrate Gmail and email drafting tools to create a review draft with the exported PDF attached and a prefilled subject and body.
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: NetSuite, Filter by Zapier, Formatter by Zapier, Microsoft Dynamics 365 CRM, Looping by ZapierSwap with your favorite apps.
Add and update invoice records in central billing database
Your ERP invoice updates often miss customer or department links, causing manual lookups and billing delays. Keep invoice headers and lines synced so finance can reconcile and bill on schedule.
- Apps: Simpro, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add approved job invoices to ledger sheet
Your job invoices are often unrecorded after field updates, delaying cashflow visibility and manual reconciliation. It records approved invoices to your ledger so billing is ready same day.
- Apps: ServiceTitan, Filter by Zapier, Code by ZapierSwap with your favorite apps.
Add assessment fee to scheduled job invoices by business unit
Your scheduled job invoices sometimes omit diagnostic fees for certain business units, creating billing and reconciliation delays. Add the correct fee so billing collects revenue before next cycle.
- Apps: Xero, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add authorised supplier bills to cashflow master sheet
Authorised supplier bills sit only in accounting, causing cashflow blind spots for finance. Finance and billing staff get consolidated cashflow rows same day, enabling on-time payment decisions.
- Apps: Webhooks by Zapier, Code by Zapier, Looping by Zapier, Google SheetsSwap with your favorite apps.
Add bill line items to spreadsheet for purchasing
Your supplier bills arrive without structured line items, blocking price reconciliation and timely payments. Get line-item rows into your ledger same-day.
- Apps: Email by Zapier, Webhooks by Zapier, Google SheetsSwap with your favorite apps.
Add cloud provider invoices to central finance spreadsheet
Your cloud invoices arrive by email and aren't captured centrally, causing manual work and delayed reconciliation. Record each invoice into a shared finance sheet so billing can reconcile faster.
- Apps: Lev, LeadConnector, Google SheetsSwap with your favorite apps.
Add completed service invoices to finance report sheet
Your completed invoices go unlogged when stage updates aren't captured, delaying reconciliation. Rows are added to a central finance sheet so accounting can reconcile the same day.
- Apps: Ninja Forms, Formatter by Zapier, AirtableSwap with your favorite apps.
Add contractor invoices from forms into billing records
Your contractor invoice submissions arrive unstructured and clog email, delaying approvals. Capture each form as a structured billing record so billing staff can start payments same day.
- Apps: Jotform, Formatter by Zapier, Google SheetsSwap with your favorite apps.
Add contractor invoice submissions to your payments tracker
Your contractor invoice form submissions scatter payment info and delay payouts. Capture each submission into one payments sheet so billing can process same-day.
- Apps: Webhooks by Zapier, HubSpot, Looping by Zapier, Filter by Zapier, Formatter by ZapierSwap with your favorite apps.
Add course line items to draft invoice and send
Your course invoices miss line item details after CRM updates, causing reconciliation delays and payment confusion. It adds matched course line items and emails the invoice the same day.
- Apps: Xero, Filter by Zapier, Formatter by Zapier, SmartsheetSwap with your favorite apps.
Add draft bills to approval sheet for review
Your draft bills in accounting sit unreviewed, blocking approvals and delaying vendor payments. Billing staff can review and approve invoices same day.
- Apps: QuickBooks Online, Filter by Zapier, SmartsheetSwap with your favorite apps.
Add edited invoices to your invoice tracker sheet
Your edited invoices sometimes miss the billing tracker, leaving project and billing teams without job context. It logs rows and updates invoice tracking so reconciliation and dispatch happen before the next run.
- View all
Explore all invoice processing & management automations
Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.