Ten workflows we have submitted to Zapier as Zap templates. Three are live on Zapier and have a start link; the rest are in Zapier's review. You connect your own apps, and you need a Zapier account.
Create in InvoiceToolsLive on Zapier
Create InvoiceTools draft invoices from new Google Sheets rows
Each new spreadsheet row becomes one editable draft invoice linked to the client you name.
Google Sheets: New Spreadsheet Row→InvoiceTools: Create Invoice
1 trigger1 actionDraft
Draft only. No email sent, no card charged.
How it works
- Pre-filled: client name, client email, line description and unit price come from columns A to D.
- You choose: the spreadsheet and worksheet. Dates, terms, currency and notes use your account defaults.
- One row is one invoice with one line item. Blank optional fields follow your defaults.
Create in InvoiceToolsSubmitted to Zapier, in review
Create InvoiceTools draft quotes from new Google Forms responses
A new form response becomes a draft quote for the client, ready for you to review before it goes anywhere.
Google Forms: New Form Response→InvoiceTools: Create Quote
1 trigger1 actionDraft
Draft only. Review before sending.
How it works
- Pre-filled: client email comes from the respondent email, with starter text for the description.
- You choose: the form, and which questions hold the service and the price, because every form is different.
- Map only the answers you need. Leave sensitive answers out.
Not available to start yet. Zapier is reviewing this template.
Send updates outLive on Zapier
Post Slack channel messages when InvoiceTools invoices are paid
Tell your team in Slack when an invoice has been paid in full.
InvoiceTools: Invoice Paid→Slack: Send Channel Message
1 trigger1 actionNotification
Notification only. It does not record or charge a payment.
How it works
- Message: invoice number, client name, and the invoice total with its currency. The total is labeled as the total.
- Fires once, when the invoice is paid in full. A part payment does not send it.
- You choose: the Slack channel.
Send updates outSubmitted to Zapier, in review
Create Gmail reminder drafts for overdue InvoiceTools invoices
Get an unsent reminder draft in your own inbox for each overdue invoice, to review before you contact anyone.
InvoiceTools: Invoice Overdue→Gmail: Create Draft
1 trigger1 actionUnsent draftChecked daily
Gmail draft only. It never sends an email.
How it works
- Subject, and a body with the amount due, currency, due date and client link, are pre-filled.
- You choose: the To address. Use your own address, not your client's. Nothing is sent from this Zap.
- Overdue invoices are checked once a day (02:40 UTC), so this is not real time. Each invoice triggers it once.
Not available to start yet. Zapier is reviewing this template.
Send updates outLive on Zapier
Create Trello cards for accepted InvoiceTools quotes
Add an internal follow-up card to your board when a client accepts a quote.
InvoiceTools: Quote Accepted→Trello: Create Card
1 trigger1 actionInternal task
Internal follow-up. Not a booked job.
How it works
- The card has the quote number, client name, total, currency and quote link. Its name starts with "Schedule job:" as a reminder to plan the work. Nothing is scheduled or booked.
- You choose: the Trello board and list.
Send updates outSubmitted to Zapier, in review
Add new InvoiceTools clients to Google Sheets rows
Keep a simple client register in a spreadsheet alongside your own reporting.
InvoiceTools: New Client→Google Sheets: Create Spreadsheet Row
1 trigger1 actionClient contact dataPolling trigger
Client contact data. Restrict who can open the sheet.
How it works
- You choose: the spreadsheet, worksheet and column mapping. Sheet columns differ for everyone, so none are pre-filled.
- Map only the fields you need, such as name and email.
- This trigger checks for new clients on a schedule, so timing depends on your Zapier plan.
Not available to start yet. Zapier is reviewing this template.
Create in InvoiceToolsSubmitted to Zapier, in review
Create InvoiceTools clients from new HubSpot contacts
Turn each new HubSpot contact into an InvoiceTools client, ready for a quote or invoice.
HubSpot: New Contact→InvoiceTools: Create Client
1 trigger1 actionClient contact dataPolling trigger
Adds clients only. A client with the same email is kept, not duplicated.
How it works
- Pre-filled: first and last name, email and phone from the contact.
- If a client with that email already exists, InvoiceTools returns it instead of making a second one.
- HubSpot checks for new contacts on a schedule, so timing depends on your Zapier plan.
Not available to start yet. Zapier is reviewing this template.
Send updates outSubmitted to Zapier, in review
Add new InvoiceTools payments to Google Sheets rows
Keep a running payment log in a spreadsheet for bookkeeping.
InvoiceTools: Payment Received→Google Sheets: Create Spreadsheet Row
1 trigger1 actionPayment log
Records a row only. It does not move money.
How it works
- Each payment recorded in InvoiceTools, or each card payment that succeeds, adds one row.
- Available fields: invoice number, amount, currency, method and date.
- You choose: the spreadsheet, worksheet and column mapping.
Not available to start yet. Zapier is reviewing this template.
Send updates outSubmitted to Zapier, in review
Post Slack channel messages when InvoiceTools quotes are declined
Let your team know right away when a client declines a quote.
InvoiceTools: Quote Declined→Slack: Send Channel Message
1 trigger1 actionNotification
Notification only. Nothing is sent to the client.
How it works
- Message: quote number, client name, and the quote total with its currency.
- You choose: the Slack channel.
Not available to start yet. Zapier is reviewing this template.
Send updates outSubmitted to Zapier, in review
Post Slack channel messages when InvoiceTools invoices are viewed
See in Slack when a client opens an invoice, a good moment to follow up.
InvoiceTools: Invoice Viewed→Slack: Send Channel Message
1 trigger1 actionNotification
Notification only. Nothing is sent to the client.
How it works
- Message: invoice number, client name, and the amount due with its currency.
- You choose: the Slack channel.
Not available to start yet. Zapier is reviewing this template.
The InvoiceTools steps were tested on app version 1.2.2. The steps in Google Sheets, Google Forms, Slack, Gmail and Trello belong to those apps, and we have not tested them end to end yet. Until a template is approved, you can build the same Zap yourself in Zapier's editor with the InvoiceTools app.
