"Getting a signed deal to a paid invoice took us five days. Sometimes more."
Time from deal to invoice sent
3–5 days
under 10 minutes
Average days to payment
18 days
9 days
Finance team hours on invoicing
~10 hrs/week
under 1 hr
The Problem
A digital marketing agency in Jakarta closed deals quickly but collected payment slowly. After a client said yes, the process of creating an invoice involved: the account manager confirming the deal in a chat, the finance person picking it up (usually the next morning), manually filling an Excel template, converting to PDF, emailing it, and then following up when no payment arrived. The whole chain took 3–5 days on average — and that was before the client got around to actually paying.
How It Was Done
The finance team was handling invoices for 15–20 active clients at any given time. Tracking which ones had been sent, which were overdue, and which had been paid required a separate spreadsheet that was always one step behind reality. Chasing late payments was a recurring uncomfortable task that fell on account managers — not a job they enjoyed or were good at.
What We Changed
We automated the moment a deal status changes to "Won" in their CRM: an invoice is generated instantly using the agreed service details and pricing, formatted with the agency's branding, and emailed to the client automatically. The finance team receives a summary notification. If no payment is received within the agreed window, a polite follow-up goes out automatically — without anyone having to remember or feel awkward about it. All invoice statuses are visible in a single dashboard.
"Our clients used to pay late partly because we sent invoices late. That problem just disappeared. The invoice is there before the client even expects it."
Related Service
Invoice & Billing Automation
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