In this article, we’ll explain what automated invoicing is, how it works, and how to choose the right system. We’ll also show you how pairing automated invoicing with flexible payment options, like B2B Buy Now, Pay Later (BNPL), can make it even easier for your customers to pay on their terms, while you get paid in full upfront.
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Ideally, invoicing should be simple for B2B payments. You deliver a service or product, you send an invoice, and you get paid. But for many small business owners, the reality is far messier: late payments, hours of admin, forgotten bills, and a growing to-do list. Automated invoicing offers a way out of that cycle. It takes the repetitive, manual parts of invoicing off your plate, so you can focus on what actually drives your business.
Late payments remain a major issue for small businesses, with 41% of SME owners citing them as the most common cause of liquidity issues.
Whether you’re billing for immediate payment or offering trade credit, automation helps you work faster, follow up more effectively, and improve your cash flow without adding to your to-do list.
Automated invoicing is a process where software generates and sends invoices without manual input from you. You set the rules and timeframes, like when invoices go out, how often, what the templates look like, and the system handles the rest.
Here’s what that looks like in action:
By automating this process, you can reduce the chance for human error, speed up cash flow, and cut back on admin hours spent chasing payments.
For small businesses, the value of automation lies in the time and money it saves. But the impact goes even further:
One small change in your process can make a big difference to how, and when, you get paid, especially if you choose the right invoicing software.
The best invoicing software depends on how your business operates. Are you billing for services on retainer? Do you invoice for one-off deliveries? Are your payment terms fixed or flexible?
Here’s what to think about when weighing your options:
Look for a platform that fits your current workflows without forcing a complete overhaul. A good system supports your business without adding complexity.
There’s no shortage of invoicing software on the market, but a few names consistently come up for small and growing businesses. Often these are integrated within wider platforms, such as payments or accounting.
These platforms also support cloud-based accounting, making them accessible anywhere you’re working from, whether that’s the office, your home, or on the move.
In QuickBook, set up automated invoicing by creating a new invoice, then select the “Make recurring” option. From there, you can customise the frequency, set start and end dates, and adjust the template. In NetSuite, automated invoicing is managed through the SuiteBilling module, where you can set up rules for recurring, usage-based, or subscription billing, and configure workflows for invoice creation, approval, delivery, and reconciliation.
Let’s go through the process in more detail.
If you’re using QuickBooks, automating your invoicing is straightforward:
For NetSuite users, automated invoicing is handled through SuiteBilling:
Both platforms offer built-in reporting tools, so you can track invoice ageing, payment timelines, and outstanding balances at a glance .
To activate automated invoicing on Amazon, you’ll need to enrol in the Invoice by Amazon programme through your Amazon Business account. Once activated, Amazon automatically generates and delivers VAT-compliant invoices for all eligible orders.
Here’s how to set it up:
Yes, you can offer trade credit and BNPL with automated invoicing. And this is where things get really interesting. Many automated invoicing tools allow you to integrate with B2B Buy Now, Pay Later (BNPL) services like iwocaPay, enabling you to:
Let’s say you run a wholesale business. You send an automated invoice to a new stockist, and they choose to use instalment payments using the iwocaPay link. You get the full amount straight away, and they pay it off monthly. .
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Like any system, automation isn’t perfect. Here are a few common stumbling blocks—and how to get around them:
The tech can do the heavy lifting, but it still needs the right inputs from you to work at its best.
If you’re spending time every week creating invoices, chasing payments, or fixing billing errors, then yes, automated invoicing is probably the next step for your business.
It’s especially valuable if:
By taking manual billing tasks off your plate, automation gives you more time to grow, sell, and build stronger customer relationships.
Automated invoicing helps you make one of the most important parts of your business – getting paid – run more smoothly and efficiently. You can save time on admin, while also managing income more reliably and serve your customers more professionally. And when paired with smart payment options like iwocaPay, it helps you offer flexibility without sacrificing cash flow.
iwocaPay helps you get paid in full upfront, no chasing, no card fees. Get started with iwocaPay B2B BNPL today.
For B2B businesses who want to get paid instantly while offering flexible payment terms.
For trade customers who want to increase their purchasing power while keeping control of their cashflow.
