InvoiceAutomaton

Overview

InvoiceAutomaton is an AI-powered invoicing agent designed for freelancers and service providers who bill by the hour or project. It automates the entire invoicing workflow—from tracking billable hours to generating professional invoices and sending payment reminders—eliminating manual admin work and ensuring no invoice is ever forgotten. This agent aggregates time entries, calculates billable amounts, generates Stripe invoices, and automatically sends email notifications with built-in payment follow-up reminders for overdue accounts.

How It Works

1. List Records (Airtable) — Fetches all unbilled time entries for the period, extracting project names, client information, billable hours, and hourly rates from your Airtable workspace.

2. Calculate Billable Amounts (Claude Haiku) — Groups time entries by client and project, then calculates total billable hours and invoice amounts using AI-powered analysis for accuracy.

3. List Customers (Stripe) — Queries your Stripe account to identify existing customer records for each client, avoiding duplicate entries.

4. Create Customer (Stripe) — Automatically creates new Stripe customer profiles for any clients not yet in the system, enabling seamless invoice generation.

5. Create Invoice Items (Stripe) — Adds each project's billable amount as a separate line item to the invoice for detailed project breakdowns.

6. Generate Invoice (Stripe) — Creates the final invoice in Stripe with 14-day net payment terms, providing a professional, payment-ready document.

7. Draft Invoice Email (Claude Sonnet) — Generates a professional cover email summarizing the work delivered, project scope, and payment instructions using advanced AI.

8. Save Email Draft (Gmail) — Creates a Gmail draft containing the cover email and Stripe invoice link, ready for your review before sending.

9. Update Records (Airtable) — Marks all invoiced time entries as 'Invoiced' in Airtable, recording the invoice date and Stripe invoice ID for complete audit trails.

Key Features

• Fully Automated Invoicing — Eliminates manual invoice creation; the agent handles time tracking aggregation, amount calculation, and invoice generation in one workflow.
• Multi-Client Project Tracking — Groups and invoices multiple projects and clients in a single run, perfect for freelancers juggling diverse workstreams.
• Stripe Integration — Leverages Stripe's native invoicing for professional, payment-enabled documents with automatic customer management.
• Professional Email Templates — Uses Claude AI to craft personalized, business-ready invoice cover emails that reflect your work and terms.
• Automatic Payment Reminders — Sends follow-up reminders for unpaid invoices after 14 days, improving cash flow without additional effort.
• Audit Trail — Records invoice dates and Stripe IDs in Airtable, providing complete historical records for accounting and compliance.

Use Cases

• Freelance Consultants — Hourly contractors tracking work across multiple clients and projects can invoke this agent weekly to batch-invoice all outstanding time entries without manual calculation or email composition.
• Hourly Service Providers — Agencies and independent professionals billing clients on time-and-materials basis use this to convert daily time logs into invoices, reducing administrative overhead by hours per week.
• Project-Based Billing — Teams completing client projects on fixed or milestone-based terms can trigger the agent upon project completion to instantly generate invoices and initiate payment collection.
• Invoice Follow-Up Automation — Freelancers struggling with unpaid invoices benefit from automated 14-day payment reminders, improving collection rates and cash flow visibility without manual chasing.