Accounting
Invoicing Process Automation
Discover how Monday, Make, and Lexoffice were successfully integrated to automate the data management and invoicing of a training center.
Discover how Monday, Make, and Lexoffice were successfully integrated to automate the data management and invoicing of a training center.
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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 and training institute that specializes in systemic training and further education for coaches, consultants and managers. It also offers merchandise and rooms that can be rented for seminars and training courses. The company’s services are designed to promote systemic work for individuals and organizations.
The most significant challenge for the company was to make the management of customers, courses, and products easier and to optimize invoicing in order to minimize manual effort. Previously, the company used the CRM system Monday and managed its data and finances manually with Microsoft Outlook.
To automate these processes, we integrated the accounting software Lexoffice and the automation platform Make alongside Monday. This combination enabled our client to use both the CRM functions of Monday and the financial management functions of Lexoffice. This ensured centralized data management, where data was automatically synchronized between both platforms and kept up-to-date.
With this automated data synchronization, we were able to provide the company with automated and simplified invoicing and emailing, resulting in improved financial visibility and control. This integration also enabled the client to offer customized payment models to their customers, which were processed automatically. We implemented automation solutions for various processes using Make.
In Monday, there were various boards with our client’s contacts, contracts, and products. To ensure that the data in Monday and Lexoffice matched, we set up an automated scenario in Make. Here, Monday was checked daily for new contacts. As soon as a new contact was created for a participant or company in Monday, this contact was automatically created or updated in Lexoffice with the associated email address or phone number. The contact ID and customer number from Lexoffice were then automatically added to the corresponding Monday board.
As soon as a contact was linked to a contract and product, the participant in question was added to the relevant participant, attendance, and accounting lists for the course within Monday.
Automated invoicing was also implemented with the help of Make. After signing a contract, the required contract information, such as course type, payer, payment model, and discounts were checked. The draft invoice was then generated in Lexoffice, with relevant information such as the invoice amount, the Lexoffice ID, and the invoice link being transferred to Monday. This Make automation also enabled our client to offer various customizable payment models that could be automated and adapted to individual requirements. The variety of payment options led to numerous variants and branches in this automated scenario.
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 client’s different products.
Depending on the payment model selected, the draft invoices created in Lexoffice were sent automatically and on time to the relevant recipients, as before 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 voided invoices was updated in Monday in the same way.
In the case of overdue invoices in Lexoffice, different payment reminders were automatically generated. The content of these draft emails could be customized depending on the payment model, payer, date, and product, which led to various branches in the Make automation. In line with the management of open, paid, and voided invoices, the invoice status was also updated for overdue invoices in Monday.
As an independent automation, we also used Make to automate the process of handling incoming invoices for our client. For this purpose, the PDF file was extracted from newly received invoices in the client’s inbox and then uploaded to Lexoffice. As a result of this measure, manual work was reduced, and the client’s internal financial management was optimized.
The implementation of automation solutions not only allowed our client to save significant time in 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 introducing the accounting software Lexoffice and synchronizing contact data between Monday and Lexoffice, automatically creating invoice drafts, sending invoices and reminders, managing different payment models and options, and processing incoming invoices.
The automation of 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 client. This enabled them to focus on their core business while minimizing administrative tasks to the essentials in Monday.
Feel free to reach out to us at any time to embark on your automation journey and discover the power of Make. We're here to provide expert consultation and support every step of the way.
