Invoice Automation
Checked invoices, approved by finance, no re-typing.
Invoice Automation
Finance & Accounting
- RuleDone:
A billable event is ready in your ledger.
- RuleDone:
It builds the invoice lines, tax and totals by rule.
- RuleDone:
It checks for errors, duplicates and bank-detail changes.
- PersonWaiting for approval:Waiting for you
Finance approves on a card (or a daily batch).
- RuleNot started:
Your ledger creates and numbers the invoice.
- RuleNot started:
The ledger emails it to the customer.
For example: A 30-person engineering firm in Hyderabad gets an estimate accepted in Zoho Books.
Waiting for you. Nothing has changed yet.
Approval for money/legal actions. Approval always required for money and legal actions.
What is Invoice Automation?
In shortInvoice Automation is an AI automation for Finance & Accounting teams that works with Asana, Google Sheets, Jira, QuickBooks, Tally Prime and 3 more apps. Turns accepted estimates, orders and milestones into rule-checked invoices in your accounting system. Finance approves every one before it goes out. It is built for finance heads, founders and accounts executives and bookkeepers.
Last reviewed
Key facts
- Department
- Finance & Accounting
- Starts when
- An estimate is accepted, a sales order is confirmed, or a milestone is marked complete
- Works with
- Asana, Google Sheets, Jira, QuickBooks, Tally Prime, Twilio, Xero, Zoho Books
- Run modes offered
- Shadow, Draft and Assisted
- Human control
- Approval for money/legal actions
- Status
- Available now
The problem today
The accounts team types each invoice into the ledger, works out GST or sales tax, attaches the PO and emails the PDF. Today: 10–20 minutes per invoice. Common errors are wrong GSTIN or place of supply, wrong tax code, missing PO number and double-billing a milestone.
What it does
It builds each invoice by rules from the billable event and your ledger data. It checks tax, totals, PO numbers, duplicates and bank details before anyone sees it. Finance approves it on a card, then your own ledger creates, numbers and emails the invoice, including India e-invoice registration where set up. Problems go to a person instead of being guessed.
How does Invoice Automation work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
A billable event is ready in your ledger.
- Step 2Rule
It builds the invoice lines, tax and totals by rule.
- Step 3Rule
It checks for errors, duplicates and bank-detail changes.
- Step 4Person
Finance approves on a card (or a daily batch).
- Step 5Rule
Your ledger creates and numbers the invoice.
- Step 6Rule
The ledger emails it to the customer.
What you get
Key features- India GST and US sales-tax consistency checks
- Duplicate-invoice and double-milestone detection
- PO number matching from PO files
- Bank-details check against your template (hard stop on mismatch)
- Daily batch approval for clean invoices (Assisted mode)
- Tally support on your local network
- "Invoiced" marked back on the sheet row or task
How much does it do on its own?
Run modesPick a mode to see what Invoice Automation would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Invoice Automation in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
A billable event is ready in your ledger.
Watches for it
- Rule
It builds the invoice lines, tax and totals by rule.
Runs on real data, read only
- Rule
It checks for errors, duplicates and bank-detail changes.
Runs on real data, read only
- Person
Finance approves on a card (or a daily batch).
Shown to you as a suggestion
- Rule
Your ledger creates and numbers the invoice.
Shown to you as a suggestion
- Rule
The ledger emails it to the customer.
Shown to you as a suggestion
Not offered: Auto. Anything touching money, contracts or legal records needs a person's approval.
Shadow vs Assisted for Invoice Automation
Assisted is the most it can do on its own, because Auto is not offered for it. Here is each step side by side.
| Step | Shadow | Assisted |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Confident, low-impact actions run. Anything risky waits for approval. |
| Step 1A billable event is ready in your ledger. | Watches for it | Runs itself |
| Step 2It builds the invoice lines, tax and totals by rule. | Runs on real data, read only | Runs itself |
| Step 3It checks for errors, duplicates and bank-detail changes. | Runs on real data, read only | Runs itself |
| Step 4Finance approves on a card (or a daily batch). | Shown to you as a suggestion | Still waits for a person |
| Step 5Your ledger creates and numbers the invoice. | Shown to you as a suggestion | Runs once the step before is cleared |
| Step 6The ledger emails it to the customer. | Shown to you as a suggestion | Runs once the step before is cleared |
| True in every mode | Never pays, refunds or touches bank feeds; those actions do not exist here. | |
What it will never do on its own
Safety & human control- Never pays, refunds or touches bank feeds; those actions do not exist here.
- Never acts on "our bank changed" or new-email requests in a PO or email.
- Never picks invoice numbers; your ledger does.
- Amounts, tax and recipients can't be edited on the card; fix the source instead.
- Auto mode is not available: a person always approves.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Tracked
Invoices raised and median event-to-sent time
Measured on your own data
- Tracked
DSO trend
Measured on your own data
- Tracked
Errors caught before posting
Measured on your own data
- Tracked
Credit notes after posting
Measured on your own data
- Estimate
Hours saved (15 min × invoices)
Worked out from your own volumes
- Target
Invoice error rate: target under 0.5%
A goal it is built to reach
- Target
Event to invoice sent: target under 1 working day
A goal it is built to reach
- Target
Totals accuracy: target 100%
A goal it is built to reach
A 30-person engineering firm in Hyderabad gets an estimate accepted in Zoho Books. A draft invoice with the right GST split and the client's PO number appears on the accounts head's card. One click, and Zoho Books numbers and emails it.
Who is Invoice Automation for?
- Finance heads
- Founders
- Accounts executives and bookkeepers
Industries: Professional services, Manufacturing & distribution, Agencies, Logistics, Accounting & bookkeeping firms, E-commerce & retail
Also useful for: Operations & E-commerce
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Asana(optional)
- Google Sheets(optional)
- Jira(optional)
- QuickBooks
- Tally Prime
- Twilio(optional)
- Xero
- Zoho Books
Better together
Automations that hand work to Invoice Automation, or pick up where it stops.
What do you need to set it up?
Setup- Connect your ledger (one per company)
- Choose trigger sources and country (India or US)
- Turn on e-invoicing and enter the turnover band your CA confirmed (India)
- Name two different approvers (finance and owner)
- Capture your bank-details fingerprint from the invoice template
- Run shadow for one full billing month
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Payments, collections and refunds
- Credit notes and cancellations (drafted as a task for a person)
- Supplier bills (accounts payable)
Questions about Invoice Automation
FAQSee Invoice Automation on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.