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Finance & Accounting · Car Hauling

Invoice Automation for Trailer Leasing Business

Self-managing invoice collection system with daily reminders that increased payment frequency by 40% for trailer leasing operations.

EclipseGroup · Miami, FL, USA
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The change

From manual to automatic

One change at a time — swipe through the four.

  1. 01 / 04
    By hand

    Monday.com CRM

    Handled manually, step by step.

    Automatically

    Now automated

    Implemented Monday.com CRM to replace Google Sheets for comprehensive lease tracking

  2. 02 / 04
    By hand

    Stripe invoice generation

    Handled manually, step by step.

    Automatically

    Now automated

    Built automated Stripe invoice generation triggered by CRM status changes and payment schedules

  3. 03 / 04
    By hand

    Weekly automated invoicing

    Handled manually, step by step.

    Automatically

    Now automated

    Created weekly automated invoicing for 60+ drivers based on lease terms and payment cycles

  4. 04 / 04
    By hand

    Daily automated reminder

    Handled manually, step by step.

    Automatically

    Now automated

    Developed daily automated reminder system for unpaid invoices sent directly to drivers

What we shipped

Inside the build

Implemented Monday.com CRM to replace Google Sheets for comprehensive lease tracking

MondayQuickBooksStripeMakeBestPassGoogle Docs

Built automated Stripe invoice generation triggered by CRM status changes and payment schedules

MondayQuickBooksStripeMakeBestPassGoogle Docs

Created weekly automated invoicing for 60+ drivers based on lease terms and payment cycles

MondayQuickBooksStripeMakeBestPassGoogle Docs

Developed daily automated reminder system for unpaid invoices sent directly to drivers

MondayQuickBooksStripeMakeBestPassGoogle Docs

Integrated payment status monitoring with automatic CRM updates when payments received

MondayQuickBooksStripeMakeBestPassGoogle Docs

Built BestPass integration for additional trucking-specific charges and fees

MondayQuickBooksStripeMakeBestPassGoogle Docs

Implemented Make.com workflows connecting Monday, Stripe, and Google Sheets for seamless data flow

MondayQuickBooksStripeMakeBestPassGoogle Docs

Created automated collection process eliminating manual payment chasing by managers

MondayQuickBooksStripeMakeBestPassGoogle Docs
Results

Measurable results

Swipe the metrics — each one with what it changed in the business, and why it mattered.

  • Resource Reallocation

    Freed 80% of accountant time from manual invoice creation to just automation oversight only

    Accountant productivity shifted from 80% manual work to 80% strategic value creation, dramatically improving ROI on financial staff investment.

  • Leadership Focus

    Freed 50% of manager time from payment tracking and driver communication about collections

    Management attention redirected from administrative tasks to revenue-generating activities, enabling faster business growth and improved driver satisfaction.

  • Process Reliability

    240+ weekly invoices now generated automatically vs manual creation

    Consistent weekly invoice delivery improves cash flow predictability and strengthens driver relationships through reliable payment schedules.

  • Cash Flow Velocity

    40% increase in payment frequency due to consistent automated reminders

    Faster payment collection reduces working capital requirements by approximately $200K, improving financial flexibility and reducing interest expenses.

  • Data Integrity

    90% elimination of manual data entry errors in amounts, recipients, and due dates

    Perfect accuracy in billing eliminates disputes, reduces administrative overhead, and builds trust with drivers leading to higher lease renewal rates.

  • Systematic Collections

    Daily automated reminders for overdue payments replaced manual manager follow-ups

    Consistent automated follow-up improves payment behavior without damaging business relationships, reducing bad debt and collection costs.

Stack

Built on what they already ran

No rip-and-replace, no new SaaS to buy — we connected the tools already in the building.

Runs on
MondayQuickBooksStripeMakeBestPassGoogle DocsGoogle SheetsMondayQuickBooksStripeMakeBestPassGoogle DocsGoogle SheetsMondayQuickBooksStripeMakeBestPassGoogle DocsGoogle SheetsMondayQuickBooksStripeMakeBestPassGoogle DocsGoogle Sheets
Works equally with
HubSpotPipedriveZohoZapiern8nPayPalBill.comBoxDropboxHubSpotPipedriveZohoZapiern8nPayPalBill.comBoxDropboxHubSpotPipedriveZohoZapiern8nPayPalBill.comBoxDropboxHubSpotPipedriveZohoZapiern8nPayPalBill.comBoxDropbox
Reviews

In the client's own words

Invoice management used to consume most of our time—accountants manually creating weekly invoices for 60+ drivers, managers constantly chasing payments. Now the system handles everything automatically—our accountants simply verify accuracy and confirm payments received. The automatic reminders mean drivers actually pay on time. Workteq solved our biggest collection challenge.

Uliana Pak — CFO at EclipseGroup

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