Problem · automatic invoicing

Invoicing shouldn't cost you a whole weekend a month

Most service businesses spend 4-10 hours a month making invoices manually — copying from timesheets, finding the right prices, sending PDFs, chasing payments. That's time that doesn't generate revenue. Automatic invoicing moves the whole cycle from 'something I have to remember' to 'something that just happens.'

Recognize this?

You set aside a weekend every month to make invoices — or ask your spouse to help

You discover after 3 months that a customer got the wrong price because the tariff was updated

Recurring subscription invoices need to go out on the same day every month — and you forget half the time

You manually enter into Dinero or Billy what already exists in the calendar and on timesheets

Price increases either don't happen (because it's a hassle) or jump big because you're behind

Why does this happen?

Classic tradesperson invoicing runs in two systems: the jobs in calendar or on paper, and the invoices in the accounting program. In between sits a manual process where you or a bookkeeper transcribes one to the other. Every time you add a customer, a subscription or an exception, the manual process grows — because there's no single source of truth.

The second problem is recurring. A subscription invoiced monthly has the same three-four data fields every time, but you enter them manually every month anyway. The one field that changes (the month) is exactly the one the accounting program could fill in — but only if it knew this was a subscription.

Software built for automatic invoicing solves it with three principles: one source of truth (the job is the invoice), recurring templates (a subscription invoices without manual entry), and two-way sync with the accounting system (Dinero, Billy, e-conomic). The result: you approve invoices instead of making them.

How Clientflow solves it

Clientflow is built on a data model where the job, the subscription and the invoice are the same record. When you finish a job or a subscription interval triggers, the invoice is ready.

Recurring subscription invoices

Set the price and interval once — monthly, quarterly, biannual or annual — and the invoice generates automatically on the set day. You approve, you don't create.

Invoicing directly from the job

Time and materials are recorded by the employee on mobile. The invoice is built automatically when the job is marked done — you send it directly from Clientflow.

Scheduled price increases

Set a price increase to take effect on a specific date — e.g. 'from January 1, 2027 this agreement costs 1,500 kr/mo instead of 1,350'. The customer is notified automatically and future invoices reflect the new price.

Dinero, Billy and e-conomic integration

Invoices sync two-way with your accounting system. Payment status updates automatically so you know what's paid, due and outstanding.

What you get

The obvious: time saved. If you make 50 subscription invoices per month and each takes 5 minutes manually, that's 4+ hours a month — or 50 hours a year. With automatic invoicing it's zero. For larger businesses with 200+ invoices, the savings are 200+ hours annually.

The less obvious — and more significant: faster cash flow. Automatic invoicing typically goes out 3-7 days faster than manual, and payment arrives 7-14 days earlier as a result. For a business with 500,000 kr in monthly revenue, that can free up 100,000+ kr in cash flow on an ongoing basis.

4-10h

saved per month on manual invoicing

7-14d

faster payment with automation

forgotten subscription invoices

Relevant for your trade

Window cleaners

Recurring subscription invoices at every visit — automatic on set days.

Cleaning

Recurring commercial invoicing with automatic price increases at contract renewal.

Plumbing

Time and material invoicing on one-off jobs plus service contracts for commercial.

HVAC

Annual service contracts per unit invoiced automatically at contract start.

Invoicing

Invoice from the job to Dinero, Billy or e-conomic — with MobilePay payment.

Workflow & automation

Reminders, follow-ups and automatic invoice chains — set up once.

Customer registry

All customers, subscriptions and service history — the heart of Clientflow.

Reports

Numbers you can act on — revenue, margins and route performance per worker.

Frequently asked questions

Do I need to switch accounting software to get automatic invoicing?

No. Clientflow integrates directly with Dinero, Billy and e-conomic — you keep your existing accounting program. We send the invoices from Clientflow and sync status two-way.

Can I approve invoices before they're sent?

Yes. You can choose between two modes per subscription: 'approve automatically' (the invoice is sent on the day without you reviewing it) or 'approve manually' (the invoice is queued, you check, approve and send). For subscriptions that are always the same, most pick automatic; for time-based, manual approval can make sense.

What happens if the customer is on holiday and the visit is canceled?

If you move or drop a single visit via the subscription contract, the invoice is adjusted automatically — or skipped, depending on how the agreement is configured. You can also choose to invoice a fixed amount per month regardless of visit count.

Where does Clientflow handle VAT and credit notes?

VAT is calculated automatically per invoice based on your settings (typically 25% Danish VAT). Credit notes can be created directly from an existing invoice with one click, and are posted back to the accounting system automatically.

Can I automate reminders on unpaid invoices?

Yes. You can set up a reminder template (e.g. reminder 1 after 14 days, reminder 2 after 30 days, reminder 3 after 45 days) that triggers automatically when an invoice is overdue. You retain control over which customers it applies to.

Ready to
automate invoicing?

Try demo and see how invoicing runs itself — from job to payment. No commitment.

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