Invoicing Process Automation
Discover how Monday, Make and Lexoffice were successfully integrated to automate a training center's data management and invoicing.
Discover how Monday, Make and Lexoffice were successfully integrated to automate a training center's data management and invoicing.
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Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.
Our client is an educational institute that specializes in systemic education and training for coaches, consultants and managers. It also offers merchandise and rooms that can be rented for seminars and trainings. With its offerings, the company is aimed at promoting systemic work for individuals and organizations.
The most important challenge for the company was to make the administration of customers, courses and products clearer and to optimize invoicing in order to minimize manual effort. Until now, the company has used the CRM system Monday and managed his data and finances manually with Microsoft Outlook.
To automate these processes, we integrated in addition to Monday Even the accounting software Lexoffice and the automation platform Make. This combo enabled our customer to both CRMfunctions from Monday as well as the financial management functions of Lexoffice. This ensured centralized data management, in which the data was automatically synchronized between both platforms and kept up to date.
Thanks to this automated data synchronization, we were able to provide the company with automated and simplified processing of invoicing and email delivery, which led to improved financial overview and control. In addition, this integration offered customers the opportunity to offer their customers tailor-made payment models, which were processed automatically. We implemented automation solutions for various processes using Make.
In Monday Did various exist Boards with our customer's contacts, contracts and products. To ensure that the data in Monday and Lexoffice agreed, we set up automation in Make one. For this purpose, Monday was checked daily for new contacts. As soon as a new contact was created for a participant or a company in Monday, this contact was automatically created or updated with the associated email address or phone number in Lexoffice. The Lexoffice contact ID and customer number were then automatically added to the corresponding Monday board.
As soon as a contact was linked to a contract and product, the relevant participant was added to the corresponding course participant, attendance and accounting lists within Monday.
Die automated invoicing was also implemented using Make. After signing a contract, the required contract information, such as course type, cost unit, payment model and discounts, was reviewed. The draft invoice was then generated in Lexoffice, with relevant information such as the invoice amount, the LexOffice ID of the invoice and the invoice link being transferred to Monday. Through this make automation, our customer was also able to offer various customizable payment models, which were automated and adapted to individual requirements. The variety of payment options led to numerous variants and ramifications in this process.
Draft invoices for room rentals and merchandise were created in a similar way, but with less complexity. The automated processes were flexible and scalable and could therefore be easily adapted to our customer's various products.
Depending on the payment model selected, the draft invoices created in Lexoffice were sent automatically and in good time to the appropriate recipients, still using MS Outlook. For open invoices, the due date was added directly to Monday and the invoice status was updated in the corresponding board. The invoice status for paid and canceled invoices has also been updated in Monday.
In the case of overdue invoices in Lexoffice, various payment reminders were automatically generated. The content of these email drafts could be individually adapted depending on the payment model, cost unit, date and product, which led to various branches in make automation. Similar to the management of open, paid and canceled invoices, the invoice status in Monday has also been updated here.
As an independent automation system, we have also automated the process of processing incoming invoices for our customer with Make. For this purpose, the PDF file was extracted from new invoices received in the customer's inbox and then uploaded to Lexoffice. As a result of this measure, manual work was saved and the customer's internal financial management was optimized.
Implementing automation solutions not only saved our customer significant time managing various processes, but also resulted in improved data consistency and management. By integrating Monday, Make and Lexoffice We were able to automate a number of processes that were previously managed manually. This included the introduction of Lexoffice accounting software and the synchronization of contact data between Monday and Lexoffice, the automatic creation of draft invoices, the sending of invoices and reminders, the administration of various payment models and options, and the processing of incoming invoices.
Automating these processes not only increased efficiency, but also created the basis for sustainable and well-organized financial management. Overall, these solutions represented a significant step towards process optimization, accuracy and scalability for our customer. This enabled him to concentrate on his core business and at the same time to minimise administrative tasks on Monday's essentials.
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