A mid-sized business automated accounts payable and receivable using QuickBooks Online and Make (formerly Integromat), reducing late payments by 60% and saving 15 hours monthly. Workflow automation streamlined invoice processing and payment reminders, boosting cash flow and efficiency.

By integrating QuickBooks Online with Make, the company eliminated manual data entry and automated payment reminders. This reduced errors, improved cash collection, and allowed the finance team to focus on higher-value work.

The Challenge

Manual accounts payable (AP) and receivable (AR) processes slow down finance teams and increase the risk of late payments. According to a 2024 PYMNTS survey, 48% of businesses report delayed payments due to inefficient invoicing and follow-up. In this case, the company’s finance team spent nearly two full workdays each month on repetitive tasks—creating invoices, tracking payments, and chasing overdue accounts. This led to cash flow bottlenecks and strained vendor relationships.

The Solution

Flow Genius implemented a workflow automation solution using QuickBooks Online and Make (Integromat). By connecting these platforms, the business automated invoice generation, payment tracking, and reminder emails. This seamless AI integration reduced manual intervention, improved accuracy, and ensured timely follow-up with customers and vendors.

Implementation Steps

1. Mapped all AP and AR processes, identifying repetitive tasks suitable for automation. 2. Connected QuickBooks Online to Make (Integromat), enabling real-time data sync. 3. Built automated workflows to: - Generate invoices in QuickBooks when a sale is recorded. - Send payment reminders at set intervals before and after due dates. - Update payment status automatically upon receipt. - Notify the finance team of overdue accounts. 4. Set up error-handling and exception alerts to flag issues needing human review. 5. Trained the finance team on monitoring and adjusting workflows as business needs evolved.

Results (quantified)

Within three months, late payments dropped by 60%, improving cash flow and vendor satisfaction. The finance team reclaimed 15 hours per month previously lost to manual entry and follow-up. Invoice errors fell by 40%, and customer response rates to reminders increased by 35% (Flow Genius client data, 2024). According to McKinsey, finance automation can cut process costs by up to 30%, a result mirrored in this case.

Key Takeaways + CTA

Automating AP and AR with QuickBooks Online and Make saves time, reduces errors, and accelerates payments. Workflow automation and AI integration empower finance teams to focus on strategic tasks, not repetitive admin. Flow Genius specializes in designing and implementing these solutions for growing businesses.

Ready to transform your finance operations? Contact Flow Genius at https://flowgenius.ai to automate your accounts payable and receivable today.

FAQ

How long does it take to automate AP and AR processes? Most businesses can implement automation within 2–4 weeks, depending on process complexity and system integrations.

Will automation work with my existing QuickBooks Online setup? Yes, Make (Integromat) connects seamlessly with QuickBooks Online and can be customized for your workflows.

Can automation handle exceptions or unique cases? Automated workflows can flag exceptions for manual review, ensuring flexibility and accuracy.

What’s the ROI for automating finance processes? On average, businesses see a 30–60% reduction in late payments and save 10–20 hours per month, delivering rapid ROI.