Auto-Create and Send Client Invoices (using Notion & Stripe)


superSYSTM™ Details

This plugin auto-sends invoices based on status change in Notion through Stripe.

Compatibility

Notion Plus recommended


Installation Guide

There is one element of business that is far more important than the rest, and it’s getting paid. However without a process in place to manage and collect invoices, it’s very possible they’ll be forgotten and go unpaid for extended periods of time (I know because it happened to me!).

The following workflow is triggered by a Notion status change in our Financial SYSTM to automatically create and send client invoices via Stripe.

Here’s how to steal it for your own business (watch the video or read the guide below).

 

(Step 0) Create Notion Invoice Database

To use this workflow, you’ll need a Notion database to track invoice information. Include the following properties:

  • Name (point of contact - POC)

  • POC Email

  • Due Date

  • Status (Upcoming, 1st Reminder Sent, Paid, Overdue)

  • Sent Invoice Date (formula, see below)

Don’t forget to create sample data with your own info to test this workflow!

Note, this workflow is designed for our clients at _systms™ after their deposit is paid, which is required for onboarding.


‘Sent Invoice’ Formula

This formula will auto-calculate 14 days prior to the due date of the invoice, and act as the trigger for sending via Stripe.

dateSubtract(prop(Due Date), 14, "days")

Zapier Workflow

The following Zapier workflow uses four apps; Notion, Filter by Zapier, Formatter by Zapier, and Stripe.

 

Step 1 (Trigger): Updated Notion Database Item

Trigger Event: Updated Database Item

Configure: (select Invoices Database)

Step 2: Filter by Zapier — Status

Configure: Continue only if Status is ‘1st Reminder Sent’

 

Step 3: Formatter by Zapier
— Invoice Currency

This step is required because Stripe does not read the currency from Notion, so we must format it the amount from “cents” to “dollars”.

Action Event: Numbers

Configure:

  • Transform: Perform Math Operation

  • Operation: Multiply

  • Input: 100; (Notion) Amount

 

Step 4: Formatter by Zapier
— Due Date

Make sure to use Due Date Start for this format. Just using the Due Date property will return an error.

Action Event: Date / Time

Configure:

  • Transform: Format

  • Input: (Notion) Due Date Start

  • To Format: MMMM DD YYYY

 

Step 5: Find Customer (Stripe)

Action Event: Find Customer

Configure:

  • Find By: Customer Email Address

  • Query: (Notion) POC Email

Optional: if nothing found, create an entry.

 

Step 6: Create Invoice (Stripe)

Action Event: Create Invoice

Configure:

  • Customer ID (use from step 5)

  • Amount (use Output from step 3)

  • Due Date (use Output from step 4)

  • Memo (optional for a personal touch)

  • Invoice Currency: USD

  • Send Invoice for Manual Payment: True

 

And that’s it! This workflow is simple and effective for auto-creating and sending client invoices. If you want to track all of your accounting in Notion, grab our Finance SYSTM here.


 

Need help with this superSYSTM™? Talk to us.

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