Send One-Time Invoices Automatically from a Workflow

The Send Invoice action creates a one-time invoice from a template and delivers it to the contact when the workflow reaches that step. It ties billing to real events such as a won deal, a completed form or an onboarding milestone.

Prerequisites

• At least one invoice template with your branding and taxes.
• A connected payment gateway.
• The contact has the email and/or phone number needed for the channel you choose.
• The person building the workflow has permission to edit workflows and access Payments.

Set it up

1. Open Automation > Workflows and create or edit a workflow.
2. Add a trigger, for example Opportunity Status Changed to "Won".
3. Click + and choose Send Invoice.
4. Select the From User and Invoice Template.
5. Choose Payment Mode: Live creates a payable invoice, Test is for dry runs.
6. Choose Channel: Email, Text, or Email & Text (default).
7. Click Save Action, test it, and publish.

Choosing different invoices by situation

Add an If/Else before the action and put a separate Send Invoice step in each branch, each using a different template, for instance one for deposits and one for final payments.

Monitoring

• Open the Execution Logs to confirm the step ran.
• Check the invoices area for status such as Sent, Viewed or Paid.
• Add a follow-up path: wait three days, check payment status, and send a reminder if unpaid.

Common questions

• Email & Text, but only an email on file? Only the email is sent.
• Do I have to pick a template? Yes, choose one explicitly rather than relying on a default.
• Is Test mode reliable? It is meant for link and layout validation; gateway test behavior can vary, so verify before relying on it.

Good to know: Tag the contact "Invoice Sent" right after this step; it makes reminder branches and reports much simpler.