Automated invoicing from Outlook to QuickBooks

Problem:

3 Members of staff are recording chargeable work carried out on behalf of customers as Outlook task items.

At the end of the month tasks carried out for each customer were manually counted, a rate applied to the category of work and the results of the calculations were entered onto QuickBooks as invoices and then invoices were created and posted. With 30 customers this was taking one full day each month.

Solution:

Springboard IT created a process that automatically counts the tasks, creates the invoices in QuickBooks and emails a pdf to the customer.

With more than 90 customers this process now only takes 2 clicks of the mouse and requires no further user intervention. (There is however an opportunity to double check the invoices between the 2 clicks)

Unexpected Bonus

The system automatically creates new customer records on QuickBooks when required and also creates new categories of work. That means there is just a single point of managing customer information.