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Oct 19 • Business & Strategy 🧠
The Invoice Automation Stack That Made Me $6,200 in 30 Days
Built the same automation 8 times last month.
Total time: 3.2 hours.
Total revenue: $6,200.
THE OPPORTUNITY:
Every business receives invoices
Most process them manually
Same pain, different industries
Perfect template opportunity
THE TECH STACK:
Make.com - Workflow automation ($9-29/month)
PDF Vector - Invoice data extraction (free-$25/month)
Google Sheets - Temporary staging
Client's accounting software - Final destination
Total cost per client: $9-34/month
THE TEMPLATE FLOW:
STEP 1: Invoice arrives via email
Gmail watches specific folder
Triggers when new invoice arrives
Passes to document parser
STEP 2: Data extraction
PDF Vector extracts all invoice fields
Vendor name, invoice number, date
Line items, subtotal, tax, total
Output: Clean structured data
STEP 3: Validation
Check for required fields
Flag if anything missing
Send to client for review if incomplete
STEP 4: Integration
Push to QuickBooks/Xero/their system
Create vendor if new
Match to purchase order if exists
Mark as pending approval
STEP 5: Notification
Slack message: "Invoice processed"
Include vendor, amount, status
Client approves or rejects
Total automation time: 90 seconds per invoice
THE 8 CLIENTS LAST MONTH:
Restaurant (42 invoices/month) - $1,800 setup
Construction (65 invoices/month) - $2,200 setup
Retail store (28 invoices/month) - $1,400 setup
Consulting firm (18 invoices/month) - $1,200 setup
Law office (35 invoices/month) - $1,800 setup
Real estate (22 invoices/month) - $1,400 setup
Gym (15 invoices/month) - $1,200 setup
Dental practice (31 invoices/month) - $2,200 setup
Total setup revenue: $13,200
Template deployment time per client: 24 minutes average
THE PRICING FORMULA:
Base price: $1,200
Add $200 for 30+ invoices monthly
Add $300 for multiple locations
Add $400 for custom approval workflows
Add $500 for multiple accounting systems
Monthly maintenance: $120-180
THE VALUE PROPOSITION:
For 30 invoices monthly at 15 minutes each:
7.5 hours monthly manual work
90 hours annually at $25/hour = $2,250
My fee: $1,400 setup + $1,680 annual maintenance
Their savings: $2,250 annually
Net benefit: Positive after Year 1
Plus: Faster processing, fewer errors, better cash flow
THE DEMO SCRIPT:
"Let me show you something with your actual invoice"
(Share screen)
"Here's an invoice you received last week"
(Upload to demo automation)
"Watch..."
(Data appears in their QuickBooks in real-time)
"That just saved you 15 minutes"
"This runs 24/7 automatically"
"How much is that worth to you?"
Average demo time: 8 minutes
Close rate: 71%
THE TEMPLATE VARIATIONS:
BASIC VERSION ($1,200):
Email → Parser → QuickBooks
Single location, standard invoice formats
ADVANCED VERSION ($1,800):
Multiple email accounts
Complex approval workflows
Multi-entity accounting
Custom vendor rules
THE IMPLEMENTATION CHECKLIST:
Day 1: Get sample invoices and accounting access
Day 2: Build and test automation
Day 3: Review with client and adjust
Day 4: Go live with monitoring
Day 5: Train on exception handling
THE MONTHLY RECURRING:
Month 1: Setup fee only
Month 2+: $120-180 maintenance
Includes: Monitoring, updates, support
Current MRR from invoice clients: $1,680
THE RESULTS:
8 deployments × 24 minutes = 3.2 hours
Revenue: $13,200
Hourly rate: $4,125
Plus $1,680 monthly recurring
THE REFERRAL EFFECT:
Every satisfied invoice client refers others
Same pain point across industries
Word spreads fast
"You need to talk to [your name]"
THE COMPETITIVE ADVANTAGE:
Enterprise solutions: $15,000+ setup
Your template: Under $2,200
Enterprise timeline: 6-12 weeks
Your timeline: Under 1 week
YOUR HOMEWORK:
Build invoice automation template this week
Find 3 businesses processing invoices manually
Offer working demo with their invoices
Close your first invoice client
Every business has invoices. Every business will pay to automate them.
What business owner do you know who hates invoice entry?
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The Invoice Automation Stack That Made Me $6,200 in 30 Days
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