💡 How to automate invoicing with HubSpot, Docs, and Lexoffice

Hey Makers :wave:

Here I am with a freshly baked story of folks making lives easier through automation.
This time around, we spoke to our community’s own @Wemakefuture

:brain: The brains behind Wemakefuture know a thing or two about invoicing. Or, more accurately, they know how to take the hassle out of this essential business process.

They’ve got quite a bit of experience in this area.

When a client who provides interpreting services for the deaf approached them with the task of simplifying their billing workflows, the solution was just a few clicks away.

:fire: Wemakefuture designed a dynamic process that automates the creation of more than 200 invoices each month using HubSpot, Google Docs, and Lexoffice.

Now, all invoices are created automatically using four standard templates, and the client’s bookkeeping department can spend time on more important tasks.

:arrow_down: Keep reading for the full story…

What problem were you trying to solve with your automation?

Automating the creation of invoices. Our client is working as a translator for deaf persons. Depending on the event they are translating/supporting the invoice has to be sent to different companies (different cost units). For each cost unit, there is another template. Additionally, the costs are depending on the event, the time, and the travel time.

Why did the problem exist?

Until the process was automated, it took a lot of manual work, as each invoice (around 200 invoices/month) was created manually. As each “product” (translator, travel time, etc.) had to be calculated, this required a lot of additional time.

How did you solve the problem? What does your solution look like?

When a deal reaches a certain stage in Hubspot, we take the required values and create the invoice based on a template in Google Docs. This Google Doc is converted to a PDF and uploaded to Lexoffice.

a powerhouse of a scenario

What did your solution achieve?

Every invoice is created automatically so

  • reduced manual work
  • valuable time gained
  • fewer mistakes made

the Wemakefuture team during the holiday season

Check out

:make: Google Docs on Make
:make: HubSpot on Make
:make: Lexoffice on Make