# How to Build Automated Quote-to-Cash Workflows
For many Australian small business owners, the gap between sending a quote and receiving payment is a manual, stressful process filled with follow-up emails and data entry. Automating your Quote-to-Cash (Q2C) workflow ensures you get paid faster, eliminates human error, and provides a professional experience for your clients from the first interaction to the final receipt.
In this guide, we will walk through how to connect your CRM, accounting software, and payment gateway into a seamless, automated engine.
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Prerequisites: What You’ll Need
Before we begin, ensure you have access to the following toolset:- A CRM (Customer Relationship Management): Such as HubSpot, Pipedrive, or Salesforce.
- Cloud Accounting Software: Xero or MYOB are preferred for Australian compliance (GST, BAS).
- An Automation Tool: Zapier or Make.com to act as the bridge.
- Electronic Signature Tool: PandaDoc, DocuSign, or your CRM’s native quote tool.
- Payment Gateway: Stripe, GoCardless, or Square.
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Step 1: Map Your Current Sales Process
Before touching any software, grab a piece of paper or a digital whiteboard. Document every step from the moment a lead says "Send me a quote" to the moment the money hits your bank account. Note where you currently manually type data—these are your primary targets for automation.Step 2: Standardise Your Product/Service Library
Automation fails if your data is messy. Ensure your product names and prices in your CRM match exactly with your Items list in Xero or MYOB.- Screenshot Description: You should see a table in your accounting software listing 'Item Code', 'Description', and 'Unit Price'. These codes must be identical to the product SKUs in your CRM.
Step 3: Set Up Your Quote Template
Create a dynamic quote template in your CRM or e-signature tool. Use "Merge Tags" (like[Client_Name] or [Total_Price]) so the system can automatically pull data from your deal records.
Pro Tip: Ensure your terms and conditions include Australian Consumer Law protections and clear payment terms (e.g., "Net 7 days").
Step 4: Create the "Quote Sent" Trigger
In your automation tool (like Zapier), set the trigger to "Deal Stage Updated" in your CRM. The trigger should only fire when a deal moves to the "Quote Sent" stage.- Screenshot Description: In Zapier, you’ll see a dropdown menu for 'Trigger Event'. Select 'New Deal in Stage' and choose your specific sales pipeline stage.
Step 5: Automate the Follow-Up Sequence
If a quote isn't signed within 48 hours, don't do it manually. Set up an automated email sequence in your CRM that sends a polite nudge.- Warning: Avoid sounding like a robot. Use a friendly tone: "Hi [Name], just checking if you had any questions regarding the proposal I sent through on Tuesday?"
Step 6: The "Contract Signed" Action
This is the most critical step. Set a trigger for when the document is digitally signed. This action should:- Update the CRM deal status to "Closed Won".
- Create a Contact in Xero (if they don't already exist).
- Generate a draft invoice in Xero using the data from the quote.
Step 7: Integrate GST and Australian Tax Compliance
Ensure your automation is set to apply 10% GST automatically. If you are using international tools like HubSpot, you must map the tax field specifically to the Xero 'Tax Type' field to ensure your BAS reporting remains accurate.Step 8: Embed a "Pay Now" Button
Link your accounting software to a payment gateway like Stripe. When the invoice is automatically emailed to the client (Step 6), it should include a "Pay Now" button. This allows for instant credit card or Apple Pay transactions.Step 9: Automate the Receipt and Onboarding
Once the invoice status changes to "Paid" in your accounting software, trigger a final automation that:- Sends a "Welcome" email to the client.
- Creates a task in your project management tool (like Asana or Trello) for your team to begin work.
- Moves the CRM deal to "Fulfilment".
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Common Mistakes to Avoid
- Over-automating the personal touch: For high-ticket services, always have a manual "Review" step before the final invoice is sent to ensure everything is perfect.
- Ignoring the ABN: For B2B transactions in Australia, ensure your automated invoice template clearly displays your ABN and the words "Tax Invoice" to comply with ATO requirements.
- Duplicate Contacts: Always use an "Email Address" lookup step in your automation to check if a customer exists before creating a new one, otherwise, your Xero database will become a mess.
Troubleshooting
- The automation didn't fire: Check your "Filter" steps. Often, a small typo in the Deal Stage name will stop the workflow from starting.
- Tax isn't showing on the invoice: Ensure the 'Tax Inclusive' or 'Tax Exclusive' settings in your CRM match your accounting software settings exactly.
- E-signatures aren't syncing: Ensure the person signing the document is the same email address listed as the 'Primary Contact' in your CRM.
Next Steps
Now that your Quote-to-Cash workflow is live, you'll likely notice a significant reduction in admin time. The next logical step is to automate your post-sale feedback loop or your monthly reporting.If you find the technical setup of Zapier or CRM mapping a bit daunting, the team at Local Marketing Group can help. We specialise in Revenue Operations for Australian businesses, ensuring your tech stack works for you, not against you.
Ready to scale your operations? Contact us today for a workflow audit.