CHATBOT
Invoice & Payment Automation
How Automation Reduced Late Payments and Cut Finance Admin Work by 78,3%
Make.com
Airtable
Stripe API
QuickBooks Integration
Client & Industry
BA Language Link - Education
Business Problem
High manual invoicing workload, delayed payments, and cash flow issues
Project Investment
€ 5,500 - € 6,750
Timeframe
2,5 Weeks
The Business Challenge
BA Language Link, a growing language school in Italy, struggled with late payments and manual finance administration. Every month, the team spent countless hours generating invoices, tracking payments, and manually following up with students and corporate clients.
The manual invoicing process led to:
Delayed payments – Many invoices were sent late, causing cash flow uncertainty.
High administrative workload – Staff manually created and tracked invoices, taking up hours of time.
Errors in payment reconciliation – Mismatched records created accounting issues.
Scalability concerns – As student enrollments increased, so did the invoicing workload.
To scale efficiently and ensure on-time payments, BA Language Link needed a fully automated invoicing system.
The Solution
Intar developed an automated invoicing and payment tracking system, ensuring seamless finance operations.
How It Works
Automatic Invoice Generation: Make.com generates invoices based on enrollment data and syncs them with QuickBooks.
Smart Payment Reminders: Stripe API automatically sends friendly payment reminders before and after due dates.
Instant Payment Processing: Students and corporate clients can pay directly through Stripe, with real-time updates.
Airtable as Finance Dashboard: Tracks paid, pending, and overdue invoices in a centralized system.
Slack Notifications: Finance team receives real-time alerts for overdue invoices or successful payments.
What Changed?
Deployment & Investment
Week 1-2: Business process mapping, automation design
Week 3: System setup, API integrations (Make.com, Stripe, QuickBooks)
Week 4: Testing and refinements
Week 5: Deployment and staff training
By the final week, BA Language Link had a fully automated invoicing system, significantly reducing finance admin work.
Investment Brakedown
Total Estimated Cost (Year 1): € 5,500 - € 6,750
This system removed invoicing bottlenecks, ensured on-time payments, and improved financial tracking, allowing BA Language Link to focus on student growth instead of chasing invoices
Expense | Estimated Cost | Billing Model |
|---|---|---|
Make.com | € 32/month | Subscription |
Chatbot API | € 97/month | Subscription |
CRM Integration | €48 /month | Subscription |
Slack Alerts | Free | - |
Intar Service Fee | € 5,700- (setup, AI training, and deployment) | One-time |
