Document & Invoice Management
Document & Invoice Management for a Marketing Agency
Challange:
The agency's team was constantly chasing documents, contracts, invoices, and monthly reports. All are stored in different places, with no consistent naming or structure. Searching for files wasted time and led to late payments, duplicate documents, and missed follow-ups.
Solution:
We built a streamlined automation using Make.com, Gmail, Google Drive, Airtable, and Slack:
Incoming invoices and signed documents were detected via Gmail
Files were automatically renamed with a clear structure (client name + date + type) and moved into the right Drive folders
Every document was logged into Airtable, tagged by status (e.g., paid, missing, overdue)
If a file was missing or duplicated, the system sent a Slack notification to the operations channel
Result:
All files are now live in one clean, searchable system
100% visibility over what's missing, paid, or pending
Saved the team 4–5 hours per week in admin work
Reduced missed payments and overdue invoices by 40%