Zapier + Toolfy invoicing workflows

Zapier is the fastest way to extend Toolfy invoicing without writing a line of code. Use it to collect deposits, follow up on overdue invoices, and pipe status updates into Slack or accounting. Here’s the blueprint we recommend when you want automation but don’t have time to brief engineering.

1. Authenticate once, scope carefully

• Create a Personal Access Token (PAT) in Toolfy → Settings → Security.
• Scope it to invoices:write + jobs:read so Zaps stay least-privileged.
• Store the token in Zapier’s “Connection” vault; rotate it quarterly just like you rotate Stripe keys.

2. Core Zap recipes

| Trigger | Action | Result | | --- | --- | --- | | New Job Created | Create Invoice (Toolfy) | Auto-generate draft invoices from accepted quotes. | | Invoice Sent | Delay Until Due Date → Send SMS (Twilio) | Payment reminder hits exactly when due. | | Invoice Overdue | Create Slack Message | Finance sees who to chase inside #receivables. | | Invoice Paid | Update Google Sheet + Post to Teams | Live collections tracker for stakeholders without Toolfy seats. |

3. Collecting deposits immediately

1. Trigger: Quote Accepted (Toolfy webhook).
2. Action: Create Invoice with requireDeposit = true and deposit percentage pulled from the quote custom field.
3. Follow-up: Send Email (Postmark) with the invoice link + pay-by-bank instructions.
4. Optional: Update Board (Toolfy Jobs) to move the job into “Deposit pending” so ops can see status at a glance.

4. Chasing overdue balances

• Use Zapier Paths to branch by overdue age: 3 days triggers a friendly SMS, 7 days triggers an email from finance, 14 days pings the founder.
• Pull the outstanding balance and due date from the Toolfy payload so your reminder copy stays specific.
• Add a Stop condition when Zapier receives Invoice Paid to prevent duplicate nudges.

5. Feeding accounting + BI

• Append each paid invoice to a Google Sheet or Airtable base with columns for Job ID, Payment method, Instant payout?, and Fee.
• Connect that sheet to Looker Studio or Power BI for real-time gross margin tracking, or push straight into QuickBooks via Zapier’s native step if you don’t use the built-in Toolfy sync yet.

6. QA & governance checklist

• Version-control your Zaps: label them INV-001, INV-002, etc. and log owners in a Toolfy document.
• Test using Toolfy’s staging org first so you don’t send live invoices by mistake.
• Store screenshots of Zap history weekly to satisfy auditors that reminders actually fired.

Need help wiring your first Zap? Email support@toolfy.io and we’ll share prebuilt templates for deposits, reminders, and Slack alerts.