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Stripe invoice example for Staffing

hey guys today I'm going to show you how you can automatically create and send stripe invoices to your clients here we go okay so let me show you what we're going to be building today I think this is going to be very valuable for you guys and potentially save you a lot of time in your day-to-day all right so what we're doing is we're going to build out a very simple CRM system here in air table that's going to have the name of our clients uh the value of their deal or the amount we want to invoice them U along with some basic contact information out to the right we're going to have a button and this is going to be the only manual input field for this entire workflow that we are going to set as generate invoice every time we want to generate and send an invoice to this respective client okay so when we change that toggle out there we're going to launch a workflow in make.com which essentially is going to create a new customer and stripe and then create the price that we're going to invoice them for create the invoice for that person and then finalize and send that invoice out automatically to their email that we have on on file now I built out a lot of similar systems like this for clients in the past and it's saving them a lot of time so if you're trying to build out a system like this and you can't get it to work or it's slightly different than the one I'm going to show you here uh hit me up down below at automatio doio fill out a contact form or just book a meeting with me and I'd love to hear about your problems and potentially work with you all right anyways let's get into the video well first thing I'm going to do is I'm going to come into make.com and we are going to build our trigger all right and so to do this I'm just going to drop in a web hooks module custom web hook and I'm going to create a new web hook here and I'm just going to call it um air table web hook real real something like that and I'm going to hit save and it's going to give me this web hook URL okay I'm going to copy that I'm going to save that for later okay and then I'm going to come back to air table um and I'm going to come up to automations and I'm going to build out an automation which essentially is going to fire a web hook to make.com every time that I I change this field here from hold to generate okay so every time I do that I want to fire a web hook and to do that I'm going to go to automations and I'm going to set up a trigger that says when record matches a condition and specifically when the generate invoice field in our invoice generator table equals generate invoice that will be my trigger all right and then when I change that field to generate invoice I want to run a custom script okay and this is where we're going to actually uh fire our web hook so that make.com can run its automation okay so we need to link air table with make.com now in order to run a custom script in air table you have to be on a paid air table plan I think it costs $25 a month um if you don't want to pay that per month there are other ways that you could automatically do this workflow you could potentially add a last mod modified um Time Field here to serve as kind of your trigger back in make.com um I find this a little less robust of a solution for clients um but there are workarounds all right but today we're going to be using the um custom script so that it's as clean is literally just choosing generate invoice and firing that web hook automatically okay so just keep that in mind here um so anyways again when a record matches a condition we're going to run a script all right and our script I'll show you our code is going to be right here okay and so um I will have this down below in the description for you and you can just copy it in and all we need to do is we need to come back to make.com and we need to go grab our web hook URL that we've already created and we're just going to paste that in right here to our custom code let's paste that in all right and then you don't have to do anything else with the code okay so just leave it as it is other than that next thing you want to do is you want to come down here to add input variable and you want to give um a new variable name my record okay and this should tie to the variable that you have called out here in your custom code okay so um make a new variable called my record and give it a value of air table record ID right here all right and so what essentially we're doing here is we're linking airtable with make.com every time that we change that drop down to generate invoice we're going to fire a web hook and we're going to pass that air table record ID of that person okay or this line has a unique air table record ID we're going to pass that into make.com where then we can pull the additional um values out in make.com and start playing with it all right so I'm going to come to automations I'm going to make sure that this automation is on and then I'm just going to test this thing so I'm going to come to make I'm going to run my web hook so it's now looking um for a submission here in air table and I'm just going to change this back to generate invoice that should launch my air table automation should fire my web hook uh and then make.com should pick it up here in just a second okay perfect so there it is and so you can see we've just passed our air table record ID into make.com so what we can do now is we can add an air table um module and we can get a record by its ID okay connect to your uh air table account and then connect to the base that you know your table is in kind of standard stuff go to our invoice generator table and then record ID we're going to just pull in from our web hook we're going to hit okay we're going to run this again and just see what happens so I'm going to switch s this back to hold and then generate again and come back to make wait for our web hook to fire here and now we can see that we're pulling in all of those fields out of airtable into make.com including email deal value a summary of the services all of our contact information etc etc so we are now pulling in all of that information from Air table to make now we can create our invoices okay step number two is we need to go and actually set up our stripe account okay stripe is what we're going to be using to create and send these invoices out um and I need to you know basically enable some functionality inside a stripe in order to get this all going so I'm going to come to stripe all right I'm going to come to developers and I'm going to come to API keys I'm going to scroll down and I'm going to create a restricted API key and I'm going to give it a name uh make.com API key real real real all right and I'm just going to just for Simplicity change all of my permissions out here to write permission okay you probably don't have to do this but I'm kind of lazy I don't want to go through all of these different permissions so let's just give this API key all the permissions that we can uh and that that'll be perfect okay so just scroll all the way down here and give all these sections uh right permission we're going to hit create key you're going to have to go and actually type in your authenticator code here from your app all right so we type that in all right perfect then it gives you your new API key you just want to copy that and you're going to come back to make and we're going to drop in a stripe module here okay so stripe and we want to create a customer all right and then we're going to add a new stripe API connection connection type is going to be stripe API key give it a name and then you want to paste in that restricted key that you just copied right here and that will connect your stripe account to make.com okay so now we're connected all right so I'm going to close out of this real fast and what we're doing now is we're creating a customer in stripe so in order to send an invoice to somebody in stripe we have to have a customer to send it to okay so the first thing we need to do is we need to create a customer and so what we're going to do is we're just going to map some Fields here okay so this is why we have all those fields back in air table like email address phone all that good stuff because now we're going to use all that information to create our customer in stripe all right so we're just going to map Fields here so email is going to be our email field name will be the name field phone will be our phone field easy stuff here guys and then we'll map our cities and addresses and all that good stuff postal code State etc etc you get the point okay so you'll create that and then we'll hit okay all right the next thing we want to do is we want to create an amount to invoice this customer for okay so we have to create an actual price or an invoice item before we can create an attach that to an invoice okay so let me show you what I'm talking about here we're going to drop in another stripe module and this one's going to be create an invoice item all right so scroll down create an invoice item again make sure you're connected to your stripe account and then what we're going to do is we're going to actually attach this invoice item to a specific customer which customer well the customer that we just made back in this module right here okay so we want to attach this price to the customer ID of the customer we just created okay sounds good now our amount is going to be the amount of the invoice or the price that we're charging this client so I'm going to do by a total amount and my amount is going to be actually in my air table database here in my deal value field okay so this is the importance of maintaining an upto-date CRM because if you want to automate a lot of these systems you can you just got to make sure that your deal value back in your CRM that you're using is updated okay so we're going to charge this client 2500 bucks all right uh and so back here in make.com you want to map your deal value now very importantly stripe for some reason they invoice by pennies or cents okay so if we feed in here uh that we want to charge this client $2,500 well stripe is going to actually build them just $25 okay so it's just going to think we're billing them 2500 pennies and we want to build them $2500 okay so the simple fix and get around there is we just need to multiply our value by 100 all right and that's just a little Quirk of stripe that's just kind of what you have to do okay so we're going to do deal value which is $2,500 time 100 all right and that will be $2,500 in stripe currency I'm just going to do US dollar here so just search for that make sure I get the right one obviously changes to whatever currency um you're going to be using so USD and then that is that so I'm going to hit okay all right now the next thing I want to do is now that we have our customer and we have our price now we can actually create and generate our invoice automatically okay so I'm going to add another module and this is going to be our create an invoice module right here and then again I'm going to attach this invoice to the customer that we've just created automatically I am going to not do an auto advance I'm not going to charge automatically I'm going to send the invoice okay I'm going to give them uh seven days to pay you can change that to whatever you want but I'm going to give them seven days until the invoice is due the description I'm just going to map my little quick summary description field here so membership services and then very importantly in our pending invoice items Behavior field I'm going to set this to include and essentially what that is saying is that price item that we just made for 2500 bucks we want to include that on this invoice okay so set that to include and then that's that so we'll hit okay all right so now we've created a customer we have created the actual price for the invoice and then we've used all of our air table data points on that client or on that customer to create a robust invoice for that client the next thing we want to do is we want to finalize this invoice so before we can send an invoice out to our clients we have to actually finalize it okay just the way stripe Works which invoice do we want to finalize well the one we just made so I'm just going to map that field here going hit okay okay and then last but not least we need to actually send the invoice out automatically to our client okay now that we finalized the invoice how the heck do we send it out automatically well to do that we're going to drop in one last stripe module here all right and it's going to be the make an API call module all right and then we're going to just use the URL of for slv1 slash invoices forward slash and then we're going to dynamically pull in the invoice ID of the invoice we just made and finalized for SL send okay and we're going to change our method to post and then you don't have to touch any of this down here but we're going to have to change our method to post okay so now every time that we create an invoice we finalize it we will then send that invoice that invoice ID uh via the use of the strip API here okay and that'll all happen automatically so I'll hit okay I'm going to hit save and then I'm going to run this and let's test the whole thing out okay so my scenario is running here I'm going to come into air table and then when I'm ready to send this invoice out to this client for 2500 bucks for the membership services that I provided all I have to do is come out to the right and in this generate invoice field I'm just going to say I'm ready to generate invoice then we'll come into make and watch the magic happen so we're firing that uh air table web hook right now make just picked it up we pull in all that information from our air table that we can populate our invoice with then we create a customer created the price actually created the invoice for that customer finalized it and then sent it out via email uh to the customer email that we had back in air table all right so uh this email right here and so on Q I just got an email uh for 2500 bucks from stripe for membership services and I can come in here and actually pay this invoice now inside of stripe okay and if I come to stripe and I refresh here on our customers tab well we can see what has actually happened here all automatically so we've actually created a new customer an email and I can click into that customer and we can see the payments we've created for it the invoices we've sent and we can see I've just opened it and then we can actually see down here the actual logs of all the little API calls we made okay so we made a customer we made a price we created an invoice we finalized that invoice and then we sent that invoice um and it was all successful here with this 200 okay code all right so again here's our invoice that we can pay in stripe this all happened automatically just by changing this one little button inside of air table so guys that is how you can automatically create and distribute stripe invoices to your clients all automatically by using make.com I hope this saves you guys a lot of time if it does go down and smash that like button for me I'd really appreciate it if you guys want to see more videos like this in the future consider subscribing that would be awesome if if you have any questions get down in the comments let me know trying to respond to all of them these days uh so just hit me up down there uh that'd be awesome thank you guys so so much for being here and I'll see you all in the next video peace