Automations for agencies
Invoice data entry for agencies
Agencies know this one well: new client onboarding means the same twenty emails every time. The invoice entry flow handles it for you, between pitches, retainers and reporting days. Reads invoices and receipts from email and enters them into your accounting software.
Why agencies ask for this
- New client onboarding means the same twenty emails every time.
- Proposals are copied from the last one and edited by hand.
- Retainer invoices go out late or get paid late.
What it looks like in practice
Picture a small design studio that runs fixed-scope projects. A supplier invoice lands in the shared inbox. A minute later a draft bill is waiting in Xero with the amount, tax and due date filled in and the PDF attached. One with a blurry total is flagged for you to check.
How it works for agencies
Once the invoice entry flow is running for a small design studio that runs fixed-scope projects, this is the sequence.
- Invoices arrive by email or are dropped into a folder.
- AI reads the supplier, date, amounts and tax.
- A draft bill is created in Xero.
- Anything unclear is flagged for a quick check.
- The original file is attached and filed.
Tools it connects to
You keep working in Xero and Gmail. The invoice entry flow sits alongside, built with OpenAI, n8n and QuickBooks.
Questions from agencies
Does the invoice entry flow work with Xero?
Often, yes. Before building the invoice entry flow I check your Xero account and plan, because some features depend on API access. If there's a gap for your agency setup, you'll know before you pay anything.
How long does it take to set up for agencies?
Plan on 4 to 6 days from the day I get access to your accounts. Most of that is testing with your real calls and messages, so nothing goes live until it behaves the way you want.
Will my clients notice anything?
Not directly. The invoice entry flow works in the background for your team. What clients notice is nothing, but your books are up to date.
Want this for your agency business?
Tell me how your agency business handles this today. I'll reply with what I'd build, what it costs and how long it takes.
Get this built