CRM automation - Invoice Collection Automation - ClickUp
US-based construction services company managed 5,000+ invoices through Service Fusion — a legacy platform with limited customization and no built-in collection workflow.
THE PROBLEM
The accountant spent approximately 60 hours per month on manual work: transferring invoice data between systems, tracking due dates by memory, composing individual follow-up emails. Each email took 15 minutes — gathering information from multiple screens, cross-referencing job details, manually formatting messages.
Critical limitation: Service Fusion stores invoices and clients in separate tables with no direct link. Staff traced connections through Jobs table, making systematic tracking nearly impossible.
THE SOLUTION
Three automations working together, preserving Service Fusion as source of truth:
• Unified Tracking: Estimates + invoices flow automatically into Smartsheet
• Collection System: 7 email templates by payment stage (-2 days, day 1, 7, 14, 31+). One click sends personalized follow-up with job name, address, invoice ID, amount
• Auto-Sync: Updates every 30 min. Paid invoices close related ClickUp tasks automatically
RESULTS
• 60 hours/month freed from manual work
• Follow-up time: 15 min → 1 click
• First-ever collection rate tracking capability
• Handles 5,000+ invoices without additional headcount
Timeline: 2.5 weeks (development + testing)
THE PROBLEM
The accountant spent approximately 60 hours per month on manual work: transferring invoice data between systems, tracking due dates by memory, composing individual follow-up emails. Each email took 15 minutes — gathering information from multiple screens, cross-referencing job details, manually formatting messages.
Critical limitation: Service Fusion stores invoices and clients in separate tables with no direct link. Staff traced connections through Jobs table, making systematic tracking nearly impossible.
THE SOLUTION
Three automations working together, preserving Service Fusion as source of truth:
• Unified Tracking: Estimates + invoices flow automatically into Smartsheet
• Collection System: 7 email templates by payment stage (-2 days, day 1, 7, 14, 31+). One click sends personalized follow-up with job name, address, invoice ID, amount
• Auto-Sync: Updates every 30 min. Paid invoices close related ClickUp tasks automatically
RESULTS
• 60 hours/month freed from manual work
• Follow-up time: 15 min → 1 click
• First-ever collection rate tracking capability
• Handles 5,000+ invoices without additional headcount
Timeline: 2.5 weeks (development + testing)
Харьков 
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