How to build an automated invoice request workflow

Streamline your invoice requests with automation

In this guide, you’ll build a workflow that collects invoice details from team members or clients, routes them for approval, and generates invoices automatically.
You’ll use logic, conditional notifications, and optional PDF templates to make the entire process hands-free for your finance team.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your invoice request form

From your workspace, click + New → Form, or browse the Template gallery for Invoice generator with product selector templates.
You can also use Magic Create, try this prompt:

“Invoice request form with client details, amount, description, and approval fields.”

Add fields such as:

• Requester name and department
  
  
• Client or company name
  
  
• Project or service description
  
  
• Invoice amount
  
  
• Due date
  
  
• Upload supporting document (optional)
  
  
• Approval status (Pending / Approved / Rejected)
  
  

💡 Tip: Keep client-facing fields simple and internal fields (like status or approver) hidden using logic.

📘 Learn more: How to create a form

Step 2: Add logic for internal approval routing

Go to Settings → Logic → On submit and add rules to route invoice requests to the right reviewer or department automatically.

Examples:

• If @department = “Marketing” → send to finance@company.com
  
  
• If @invoice_amount > 5000 → set @approval_status = “Needs manager approval”
  
  

💡 Use Show/Hide Logic to display approval-related fields only to reviewers.

📘 Learn more: How to add advanced logic to your form

Step 3: Send automatic notifications

Set up conditional email notifications under Settings → Notifications so that:

• The requester receives a confirmation email with their request summary.
  
  
• The finance team is notified instantly when a new request is submitted.
  
  

Example:

“Hi @requester_name, your invoice request for @client_name (Amount: @invoice_amount) has been received and is under review.”

📘 Learn more: How to send and receive conditional email notifications

Step 4: Create an internal approval fields

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Add admin-only fields for:

• Approver name
  
  
• Approval status (Approved / Rejected)
  
  
• Comments or notes
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Step 5: Generate and send invoices automatically

Once a request is approved, use On update logic to trigger automated invoice generation and email delivery.

• Add a PDF template that formats submission data into a professional invoice layout.
  
  
• Attach it to your approval email or internal confirmation.
  
  

Example workflow:

If @approval_status = “Approved” → send custom email “Invoice ready” with attached PDF.

📘 Learn more: How to create PDF templates to turn responses into documents

📘 Learn more: What is on update logic and how it works

step 6: Create a finance dashboard

Go to Results → Dashboard to visualize and manage invoice requests.
Add blocks like:

• Table: All requests with approval statuses
  
  
• Chart: Requests by department
  
  
• Bar chart: Monthly invoice totals
  
  
• Kanban board: Requests grouped by status (Pending / Approved / Sent)
  
  

📘 Learn more: How to showcase charts based on form responses

Step 7: Share your internal workflow securely

Turn your setup into a Finance Portal with restricted access:

• Submit a request — for employees
  
  
• Pending approvals — for finance or managers
  
  
• Dashboard — for executives
  
  

Restrict page visibility by user role and ensure only authorized users can update or approve.

📘 Learn more: How to create and assign user roles in your portal

step 8: sync with accounting tools or sheets

Integrate your form with Google Sheets, QuickBooks, or Xero using Zapier or Make to keep invoice data synced in real time.

📘 Learn more: How to add integrations on Formaloo

Pro tips

• Attach signatures: Add a Signature field for invoice approval confirmation.
  📘 Learn more: Form editor and field types
  
  
• Automate reminders: Use On update logic to send follow-ups for overdue approvals.
  
  
• Brand your invoices: Add your company logo and custom colors to PDF templates.
  📘 Learn more: How to customize your portal with your brand identity
  
  

Example scenario

An employee submits an invoice request for Project Alpha worth $3,000.
Logic routes the request to their department head for approval.
Once approved, a custom PDF invoice is generated and emailed automatically to both the client and finance team.
Your dashboard updates instantly, showing the invoice as “Sent” under November 2025.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

Can I send invoices directly to clients?
Yes — add their email to your form and enable conditional email notifications with attached PDFs.
📘 Learn more: How to create and send custom email templates

Can managers approve invoices via email instead of portal?
They can click a unique link from the approval email to open the review form directly.

Can I include payment links in my invoices?
Yes — add a payment button or redirect URL to your PDF or ending page.
📘 Learn more: How to create an order form with online payment

Your automated invoice workflow is live

You’ve built a complete invoice request and approval system, from form submission to invoice delivery and dashboard tracking.
Next, expand it into a Finance Operations Portal with integrated expense reports, budgets, and payment logs.

📘 Learn more: Customize your form app layout and design

Last updated November 2025

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