Send Invoice When Facilities Job Done
Eliminate billing delays by automatically generating and sending invoices the moment a facilities job is marked complete. Transform job completion into immediate revenue collection with seamless invoicing that requires zero manual intervention.
When
Facilities Job Status Changed to Complete
Then
Professional Invoice Generated and Delivered to Client
4 hours per day
Time Saved
3x faster payment collection
ROI Impact
To automatically send invoices when facilities jobs are complete, connect your job management system to your invoicing software with a trigger that detects job completion status changes. When a job is marked complete, the system automatically extracts job details, generates a professional invoice with all costs and line items, and immediately sends it to the client via email or your accounting pla
How This Automation Works
Facilities Job Status Changed to Complete → Professional Invoice Generated and Delivered to Client
Job Completion Status Detected
The system monitors your facilities management platform for job status changes. When a technician or manager marks a job as complete or finished, the automation immediately captures this trigger along with the job ID and timestamp.
Job Data Compilation and Validation
All job-related information is automatically retrieved including service details, labor hours, materials consumed, equipment used, travel costs, and any additional charges. The system validates that required cost fields are populated and calculates preliminary totals.
Client Information and Preferences Retrieved
The automation pulls the client's billing information, preferred invoice format, payment terms, tax status, and contact details. It also checks for any client-specific pricing agreements, discounts, or special billing instructions that need to be applied.
Invoice Generation with Cost Calculations
A professional invoice is created with all line items properly formatted. The system automatically calculates subtotals, applies relevant tax rates, includes any discounts or credits, and generates the final amount due. Invoice numbering follows your sequential system.
Invoice Delivery and Accounting Sync
The completed invoice is immediately sent to the client via their preferred method (email with PDF attachment, portal notification, or direct accounting system delivery). Simultaneously, the invoice record is created in your accounting software with proper categorization and tracking enabled.
Confirmation and Payment Tracking Setup
The system logs the invoice delivery, notifies relevant team members, and establishes payment tracking. It automatically schedules follow-up reminders based on payment terms and begins monitoring for payment receipt to close the billing cycle.
How It Works
Facilities management companies lose thousands in revenue annually due to delayed invoicing after job completion. This automation bridges the critical gap between service delivery and payment collection by instantly triggering invoice generation when jobs are marked complete. The system captures all job details—labor hours, materials used, equipment costs, and any additional charges—then automatically creates a professional invoice and sends it to the client within seconds. This eliminates the traditional 3-7 day delay between job completion and invoice delivery, dramatically accelerating cash flow. The automation ensures every completed job is billed immediately, preventing revenue leakage from forgotten or delayed invoices. It maintains complete accuracy by pulling real-time data directly from your job management system, eliminating manual data entry errors that plague traditional billing processes. Whether you're managing HVAC maintenance, cleaning services, security installations, or multi-site facility repairs, this automation ensures your invoicing matches the speed of your service delivery, improving client satisfaction while optimizing your accounts receivable cycle.
The Trigger
The automation activates when a facilities job record is updated with a 'Complete' or 'Finished' status in your job management system. This trigger captures the exact moment when technicians mark work as done, initiating the immediate invoice generation process.
The Action
The system instantly compiles all job data—including service details, time logs, materials, and costs—into a professional invoice. It automatically calculates totals, applies relevant taxes or discounts, and immediately sends the invoice to the client via their preferred delivery method (email, portal, or integrated accounting system).
Common Use Cases in Facilities
- HVAC service companies automatically invoice maintenance calls, repair jobs, and emergency service visits the moment technicians complete and close work orders in their mobile app
- Commercial cleaning services generate invoices for scheduled janitorial work, special cleaning projects, and additional services immediately upon job completion verification
- Security system installers send invoices for new installations, system upgrades, and maintenance visits automatically when technicians mark jobs as finished
- Multi-site facility management companies invoice corporate clients for work across multiple locations, with consolidated or individual invoices generated automatically as each site's work is completed
- Emergency repair services bill for after-hours calls, urgent maintenance, and critical system repairs instantly upon job completion to accelerate payment for premium services
- Building maintenance contractors automatically invoice for preventive maintenance, inspections, and repair work across their portfolio of managed properties
Results You Can Expect
Accelerated Cash Flow
Eliminate the 3-7 day delay between job completion and invoice delivery. By sending invoices immediately, you dramatically shorten your cash conversion cycle and improve working capital. Clients receive invoices while the service is fresh in their minds, leading to faster approval and payment processing.
Zero Revenue Leakage
Never miss invoicing a completed job again. The automation ensures every single finished job triggers an invoice automatically, eliminating the common problem of forgotten or delayed billing that costs facilities companies thousands in lost revenue each month.
Dramatic Labor Cost Reduction
Free your administrative staff from manual invoice creation and data entry. What previously took 15-20 minutes per invoice now happens instantly and automatically, allowing your team to focus on higher-value activities like customer service and business development.
Enhanced Billing Accuracy
Eliminate transcription errors, incorrect calculations, and missing charges that plague manual invoicing. The automation pulls data directly from your job management system, ensuring every cost, material, and labor hour is accurately captured and billed.
Frequently Asked Questions About This Automation
Invoices are generated and sent within seconds of a job being marked complete. The automation triggers immediately upon status change, compiles all job data, creates the invoice, and delivers it to the client—typically completing the entire process in under 30 seconds.
Set Up Job-to-Invoice Automation in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
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