As a tech founder, we have a growing number of monthly invoices (Azure, Notion, Miro, etc) that our accountant needs copies of. It’s not unmanageable, but man is it annoying to have to log into 10 different sites, track down and download the invoices, and collect them into an email with enough context for her to record everything properly. Surely there is an easier way? Any tips for how to automate that task?
I’ve Google’d ofc, but most results are re: managing your company’s _outbound_ invoices. Zapier doesn’t seem to be able to do it. I did find a company called Hubdoc that looks promising…
Are you not receiving them via email as well? What about making a billing@ email group and add your accountant to that group and they’ll receive the same invoices?
Well, some invoices are included in the email as an attachment, but some are not…just get an email stating that an invoice is ready. Then you actually have to log in and download the invoice. Just get
Bill.com or similar AP automation system from a central ap@company.com inbox plus a zap feature to notify in Slack. You go in and review/approve once someone verifies and uploads. Managed hundreds via this system and it wasn’t taxing for me.
I don’t buy tools, or build tools, until I fully understand the issue. For invoices I wrote a Google Script that yanks the PDF, or PDFS the email. Saves them to Google Drive for my bookkeepers. It triggers based on filters. This has enabled me to automate my part and provide organized invoices for the finance team. I did not need to buy a solution and I feel better better prepared and more accountable as a result.
I’m surprised a company like concur or other expense type business doesn’t have functionality to pull orders from Amazon, eBay and other major marketplaces.
We hired a virtual assistant and every night they add all the order info to a spreadsheet using the PO number we place when ordering to determine if it needs to be billed to a client or which cost center. They then add it to the client’s invoice. And fill out everything they can in the spreadsheet. The accountant and employees edit anything missing and then the assistant finishes it. We use a column to filter stuff already handled.
The virtual assistant also handles returns and other “issues” from the sites like items not delivered to make sure they’re refunded.
Handled 7 days a week and after our hours so in the morning we can easily handle the workload.
Bill.com will make everything so much easier for you. That’s what we use, but I’m sure there are other resources.