Auto-Generate Facilities Invoice
Automatically create and send accurate facilities invoices the moment work orders are completed, eliminating manual data entry and reducing billing delays by days.
When
Work Order Status Change to Complete
Then
Professional Invoice Generated and Delivered
3 hours per day
Time Saved
50% faster payments
ROI Impact
Auto-generating facilities invoices means automatically creating detailed invoices immediately when work orders are completed, without manual data entry. The system captures labor, materials, and service costs from work order data, applies pricing rules, and generates professional invoices instantly—reducing billing time from hours to seconds while ensuring accuracy and accelerating payment collec
How This Automation Works
Work Order Status Change to Complete → Professional Invoice Generated and Delivered
Monitor Work Order Completion
The system continuously monitors your facilities management platform for work orders being marked as complete. When a technician or manager changes a work order status to 'completed' or 'closed', the trigger captures this event along with the complete work order record including service details, time logs, materials used, and all associated documentation.
Extract and Validate Billing Data
All billable elements are automatically extracted from the work order: labor hours by technician and rate tier, materials and supplies consumed with costs, equipment usage and rental charges, travel time and mileage, additional services performed, and any customer-specific billing requirements. The system validates that all required billing information is present and complete.
Apply Pricing Rules and Calculate Totals
The automation retrieves the customer's pricing profile and applies appropriate rates for labor, materials, and services based on contract terms, service agreements, or standard pricing. It calculates line item totals, applies any discounts or adjustments, adds applicable taxes and fees, and computes the total invoice amount with proper accounting categorization.
Generate Professional Invoice Document
A formatted invoice is created using your company template, including your branding, logo, and contact information. The document contains all service details, itemized charges, work order photos if captured, payment terms and methods, and any relevant notes or instructions. The invoice receives a unique number and is saved in both PDF and digital record formats.
Route for Approval if Required
Based on configured business rules, the invoice may route through an approval process. High-value invoices, first-time customers, or those with unusual charges can be sent to managers for review. Approved invoices proceed automatically, while flagged invoices await confirmation before delivery, ensuring quality control without bottlenecks.
Deliver Invoice and Update Systems
The completed invoice is automatically emailed to the client contact with a professional message and payment instructions. Simultaneously, the invoice is recorded in your accounting system with proper client association and categorization, added to your invoicing dashboard for tracking, and logged in your customer relationship system for complete financial visibility and payment monitoring.
How It Works
Transform your facilities management billing process with intelligent invoice automation that instantly generates detailed invoices when service tasks are marked complete. This system captures all billable items—labor hours, materials used, equipment costs, and service charges—directly from work order data and creates professional invoices without manual intervention. By eliminating the gap between service delivery and billing, you'll accelerate cash flow, reduce administrative overhead, and ensure accurate invoicing every time. The automation handles complex pricing structures, applies customer-specific rates, includes photo documentation when needed, and routes invoices through appropriate approval workflows before sending. Whether managing commercial properties, handling maintenance contracts, or providing on-demand services, this solution ensures you get paid faster while your team focuses on delivering exceptional facility services rather than chasing paperwork.
The Trigger
The automation initiates when a facilities work order is marked as complete in your management system. This status change indicates all service activities have been performed, inspections are done, and the job is ready for billing. The trigger captures all associated work order data including service details, time logs, materials consumed, equipment usage, technician notes, and any customer-specific billing requirements.
The Action
The system instantly compiles all billable elements from the completed work order, applies appropriate pricing rates and customer-specific terms, calculates totals including taxes and fees, generates a professional PDF invoice with company branding and service documentation, then automatically delivers it to the client via email while updating accounting records and tracking systems for complete financial visibility.
Common Use Cases in Facilities
- Commercial property management companies automatically billing building maintenance services, HVAC repairs, and janitorial work across multiple locations with tenant-specific pricing
- Facility maintenance contractors generating invoices for emergency repairs, preventive maintenance visits, and equipment servicing with accurate time and materials tracking
- Property service providers billing for landscaping, snow removal, and seasonal maintenance with automated recurring and one-time service invoicing
- Multi-site facility managers invoicing corporate clients for standardized maintenance services across retail chains, office buildings, or industrial facilities
- Equipment rental and installation services creating invoices that combine rental periods, installation labor, and materials into comprehensive billing documents
- Building management firms billing for security services, cleaning contracts, and routine inspections with contract-based pricing and service level documentation
Results You Can Expect
Eliminate Billing Delays
Send invoices within minutes of service completion instead of days later. By automating the entire billing process, you eliminate the administrative backlog that traditionally delays invoicing, ensuring clients receive bills immediately while the service is fresh and payment processing can begin right away.
Accelerate Cash Flow
Reduce days sales outstanding significantly by billing immediately after service delivery. Earlier invoice delivery means earlier payment processing, improving your cash position and reducing the need for working capital financing. Most facilities businesses see measurable cash flow improvement within 30 days.
Reduce Administrative Labor
Eliminate manual invoice creation, data entry, calculations, and formatting work. Your administrative team can redeploy time from repetitive billing tasks to higher-value activities like customer service, collections management, or business development, improving overall productivity and job satisfaction.
Ensure Billing Accuracy
Automated data capture and calculation eliminates human transcription errors, missed charges, and incorrect calculations. Every billable item from the work order flows directly into the invoice with correct pricing, ensuring you capture all revenue and avoid disputes or corrections that damage client relationships.
Improve Customer Experience
Clients receive consistent, professional invoices immediately after service completion with complete documentation of work performed. This transparency and promptness enhances your professional image, makes their accounting easier, and demonstrates the operational excellence that justifies premium pricing.
Gain Financial Visibility
Automated invoicing provides immediate visibility into billed revenue, outstanding receivables, and customer payment patterns. Real-time financial data enables better cash flow forecasting, more informed business decisions, and proactive collections management without waiting for month-end reporting.
Frequently Asked Questions About This Automation
Automatic invoice generation monitors your work order system and triggers when a service is marked complete. It extracts all billable data including labor hours, materials used, equipment costs, and service charges, applies your pricing rules and customer-specific rates, then generates a formatted invoice with all details. The invoice is automatically sent to the client and recorded in your accounting system—all without manual data entry or formatting.
Set Up Intelligent Invoice Generation in Minutes
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