Bye Bye Memorized Transactions, Hello Smarter Quickbooks Invoices

At GraceBlocks, we take pride in helping businesses unlock hidden revenue by optimizing their operations. Recently, we worked with a field services company, a leader in the hygiene and sanitation industry, to revamp their invoicing process—resulting in a remarkable $20,000 monthly increase in gross profits.

The Challenge: A Broken Invoicing System

Our Customer's previous invoicing system relied on memorized transactions in QuickBooks, which automatically generated invoices each month. While this seemed like a convenient “set it and forget it” approach, it cost them thousands in lost revenue. Several issues plagued this method:

• Clients who had paused service during COVID-19 but resumed later were never reactivated for invoicing.
• Customers who changed their service profile—whether adding new products or increasing service frequency—were not accurately billed.
• If a customer received multiple service visits in a month, they were still only invoiced once, leading to underbilling.
• Customers who had canceled services continued to be invoiced, leading to disputes and wasted administrative efforts.

These invoicing inefficiencies meant a field services company was leaving substantial revenue on the table every single month.

By tying invoicing directly to field service visits, we also achieved much tighter collaboration and accuracy in the field within the CRM system. This enhanced visibility ensures that all stakeholders have access to the most up-to-date information, improving decision-making and operational efficiency.

Recognizing the need for a more accurate, dynamic approach, we implemented a new invoicing system that directly linked billing to service visits performed by a field services company’s reps. Instead of relying on static, automated transactions, invoices are now generated based on real-time service data.

This transformation included:

• Automated Service-Driven Invoicing: Each customer invoice is now triggered by actual service visits, ensuring that every completed job translates into revenue.
• Real-Time Customer Status Updates: Customers who pause, cancel, or modify their service plans are immediately reflected in the invoicing system, eliminating billing errors.
• Multi-Visit Billing Accuracy: If a customer receives two or more service visits in a given month, each visit is accounted for and billed accordingly.
• Improved Revenue Tracking: The system now provides a field services company with a clear view of their revenue streams, making it easier to identify trends and opportunities for further optimization.

How did we do it?

The CRM for this customer was already a Block on GraceBlocks. We added an additional Block for storing all pricing and invoice information. For every service visit, an invoice and the applicable line items are created in the new Invoicing Block using the GraceBlocks Workflow Engine. These invoices and line items are then seamlessly sent to QuickBooks via integration. Both the invoice generation and QuickBooks integration are powered by our new workflow engine, which automates the entire process from start to finish, ensuring accuracy and efficiency at every step.

The Results: A $20,000 Boost in Monthly Revenue

Since implementing this new approach, they have seen a dramatic improvement in both revenue and operational efficiency:

• Eliminated missed invoices due to outdated or incorrect customer statuses.
• Captured more revenue by billing customers accurately for all services performed.
• Reduced customer disputes by ensuring invoices reflect actual services rendered.
• Improved cash flow with timely and accurate invoicing.

In just a few months, our client has increased their gross profits by $20,000 per month—proof that optimizing back-office processes can have a significant impact on the bottom line.

The Takeaway: Don’t Let “Set It and Forget It” Cost You Money

Many businesses rely on automated invoicing to streamline operations, but as this experience illustrates, a system disconnected from the true work being done can result in lost revenue and operational headaches. If your business is still relying on static invoicing methods, it may be time to reevaluate your approach.

At GraceBlocks, we partner with you in uncovering revenue opportunities through smart automation and process improvements. Want to find out how we can help you maximize your profits? Let’s talk!