One of the best things about QuickBooks is their wide assortment of third party apps and integrations. These apps allow you to take advantage of all kinds of automations to make your accounting processes more scalable.
In this post we will discuss various use cases for automation, as well as a look at a full QuickBooks invoice automation example.
(Scroll to the video at the end if you're impatient)
Use Cases for QuickBooks Automation
Automating Invoicing and Payment Reminders
QuickBooks makes it easy to automate your invoicing and payment reminders right out of the box.
- Recurring Invoices: Set up recurring invoices for clients who pay a fixed amount on a regular basis. Once set up, QuickBooks will automatically send these invoices at the intervals you choose.
- Automatic Payment Reminders: Never chase a late payment again. QuickBooks can automatically send reminders to clients when their payment is overdue, helping you maintain cash flow without the hassle.
Expense Tracking and Categorization
Another powerful use case for automation in QuickBooks is expense tracking and categorization, which can be done natively or through third-party apps.
- Bank Feeds: QuickBooks automatically imports your bank transactions and helps categorize them based on your past behavior.
- Receipt Capture: Snap a photo of your receipts using the QuickBooks mobile app, and it will automatically attach them to the relevant transaction and categorize it.
Payroll Automation
Managing payroll can be time-consuming, but QuickBooks offers built-in tools and integrations that make the process much easier.
- Automatic Payroll: QuickBooks Payroll allows you to set up and run payroll automatically, ensuring your employees are paid on time, every time.
- Tax Filing: QuickBooks can also automate tax filings, ensuring you meet all deadlines without lifting a finger.
Financial Reporting
Automation can also simplify financial reporting, giving you instant access to the information you need to make informed decisions.
- Custom Reports: QuickBooks can automatically generate custom financial reports based on your business needs.
- Dashboard Analytics: With third-party integrations like Fathom or Spotlight Reporting, you can automate the creation of complex financial dashboards that update in real-time.
Sales Tax Automation
For businesses operating in multiple states or regions, managing sales tax can be a nightmare. QuickBooks automates this process to ensure compliance.
- Automated Sales Tax Calculation: QuickBooks calculates sales tax for you based on the latest rates, ensuring your invoices are always accurate.
- TaxJar Integration: For more complex needs, the TaxJar integration can automate sales tax filing across multiple jurisdictions.
Invoice Automation with QuickBooks
So there's tons of options to take advantage of time saving tools in QuickBooks.
If you're still manually creating invoices, you're missing out on one of the biggest time-savers out there—invoice automation with QuickBooks.
Here's why automating your invoicing process is a game changer:
| Feature | Benefit |
|---|
| Recurring Invoices | Set it once, and QuickBooks sends invoices on your schedule. |
| Automated Reminders | QuickBooks automatically sends payment reminders to customers. |
| Customizable Templates | Tailor your invoices to match your brand without extra effort. |
| Multi-Currency Support | Handle international clients with ease. |
| Integration with Payment Gateways | Seamlessly accept payments directly from invoices. |
Now for a quick video of how QuickBooks invoice automation works.
In this video, we will be using an invoicing integration from HubSpot to QuickBooks.
Final Thoughts
Regardless of the CRM system you use, there is probably an integration available that will automatically create invoices for you.
Take advantage of the QuickBooks app marketplace (linked in the first paragraph of this blog post), as well as the app marketplaces for your CRM to find potential solutions. Once you've found one that seems like a good fit, be sure to check the reviews to make sure it works as expected.
Hopefully you enjoyed this post and learned a bit about some of the tech solutions at your fingertips!