Overview
Get paid faster with a workspace that writes the invoice, emails the PDF, and chases the late payment for you. Taskade Genesis turns a short prompt into a running invoice and license tracker. Projects hold clients, invoices, and revenue history. Taskade EVE drafts invoice copy and license terms in your brand voice. Automations send PDFs on submit, log payments, and email reminders or license keys. The App UI gives you a table, dashboard, or portal your clients actually use.
Two operators show what this looks like in real life. A field-service operator finishes a job and fills a one-line form on their phone. The client gets a branded invoice before the truck leaves the driveway. A freelancer logs a finished project. The workspace sends the receipt, then nudges the client at 7, 14, and 30 days if the payment never lands. Neither one touched a spreadsheet or wrote a line of code.
TL;DR: Build a complete invoicing and licensing workspace in Taskade Genesis in under 15 minutes. One prompt generates a client table, invoice template, payment log, and branded PDF automation. It sends through Gmail or Outlook, bills through Stripe or QuickBooks, and issues license keys from a secure pool. Stripe also returns a payment link your client can click. Start here.
Clone These Live Apps
Skip the blank page. Open one of these working apps, see exactly how it is wired, then clone it into your own workspace and rename it. Both are live, real, and ready to copy.
| App | What it does | Try it |
|---|---|---|
| Invoice Generator | Turns a short form into a branded invoice, emails the PDF, and logs the amount to a revenue table. | Open demo → |
| Finance Tracker Dashboard | Rolls every invoice, payment, and receipt into one dashboard so you always know what is paid, due, or overdue. | Open demo → |
Cloning gives you the full build, not a screenshot. You own the copy, so edit the fields, swap the logo, and connect your own Gmail or Stripe account.
What You Will Build
A four-surface workspace:
- A Clients and Invoices table powered by Table view, tracking status (Draft, Sent, Paid, Overdue).
- A PDF generator automation that turns a submitted form into a branded invoice, emails the client, and logs revenue.
- A License key issuer that pulls an unused key from a pool, attaches it to the paid invoice, and emails it on confirmation.
- An inbound capture automation for the paper coming the other way. Upload a supplier invoice, or photograph a receipt on your phone. The step reads the words off the page. The amount then lands as a row against the right client.
Why This Keeps Getting Smarter
Every invoice you send leaves a trail your workspace remembers. That is Workspace DNA at work: Memory feeds Intelligence, Intelligence triggers Execution, and Execution writes new Memory. The loop means your app learns your clients, your rates, and your reminder timing the more you use it.
Here is how the everyday outcome maps to each part of the loop.
| You want this outcome | Workspace DNA part | What does the work |
|---|---|---|
| Invoice the moment a job ends | Execution | Form submit fires the Send PDF automation |
| Numbers that match your brand voice | Intelligence | Taskade EVE drafts line items and terms |
| One place that knows who has paid | Memory | The Clients and Invoices table |
| Late payers chased on their own | Execution | Reminder automation runs at 7, 14, 30 days |
Step 1. Generate the Base App
Open Taskade Genesis and paste this prompt.
Build an invoice and license tracker.
Fields: client, email, amount, due date, status (Draft, Sent, Paid, Overdue), license key.
Include a form that sends a branded PDF invoice on submit, a reminder
automation for unpaid invoices, and a license issuer that pulls a key
from a pool once the invoice is marked Paid.
Taskade Genesis returns a working app in under two minutes. The app includes a Projects table, a form view, three automations, and Taskade EVE pre-wired as the in-app assistant.
Step 2. Customize the Template
Open the invoice_template Project. Taskade EVE already generated a first draft. Edit it as plain text.
- Replace the sample logo with your brand image. Drag and drop into the header block.
- Update the company address, tax ID, and payment terms.
- Pick an accent color. Taskade EVE rewrites the CSS variables on confirmation.
Save. Every future invoice uses this template.
Step 3. Connect Gmail or Outlook
Open Automations and click the Send Invoice PDF automation.
- Pick Gmail or Outlook from the 100+ integrations catalog.
- Sign in with your account.
- Map the form fields to the email template.
The automation fires on every status = Sent change. Each invoice emails with the PDF attached and a reply-to address you control.
Bill Through Stripe with a Payment Link
Emailing your own PDF is fine when the client pays by transfer. When you want them to pay by card without leaving the email, add the Stripe Create & Send Invoice action instead. One step raises a real Stripe invoice, has Stripe email it, and hands your automation a payment link you can reuse anywhere.
- Open Automations and add a step, then pick Stripe and the Create & Send Invoice action.
- Sign in to your Stripe account, or reuse a connection you already added.
- Fill in the Customer ID from Stripe. The Stripe Create Customer action returns one, so most people add that step first and map its output here.
- Map Amount and Currency from your invoice row. Enter the amount as you say it out loud, so
250or250.50, not cents. Ten currencies are available, including US Dollar, Euro, Pound Sterling, and Japanese Yen. - Map Description to the text that appears as the line item, for example "Lawn service, June".
- If you bill on terms, set Days Until Due. Leave it blank for the standard 30 days.
- If you prefer to send the link yourself, switch Email Invoice to Customer to No. Otherwise leave it on Yes so Stripe delivers it.
Here is what happens after the step runs.
The step gives your automation back the invoice number, the status, the hosted payment link, and a PDF link. It also returns the amount due, the currency, and the customer it was billed to. Store the payment link on the invoice row. You can then resend it from a reminder, show it in a client portal, or paste it into a chat.
Two things worth knowing. Taskade tags each attempt, so a retry after a network wobble picks the existing invoice back up rather than raising or emailing a second one. Taskade also rejects an amount that rounds to zero, or one larger than Stripe accepts, before it reaches Stripe. You never end up with a stranded draft.
Create & Send Invoice or Checkout Session?
Both take a payment. They suit opposite halves of the job.
| Create & Send Invoice | Checkout Session | |
|---|---|---|
| Best for | Billing after the work is done, on terms | Selling something at the moment of intent |
| What the client gets | A numbered invoice with a PDF and a due date | A checkout page to pay right now |
| Who delivers it | Stripe emails it, or you send the link | You point a button or form at the returned URL |
| Payment timing | Whenever they pay, up to the due date | Immediately, in one session |
| Leaves a record in Stripe | Yes, a real invoice you can search and reconcile | A completed checkout, no invoice document |
| Typical use | Freelance retainer, service call, consultancy month | Course, deposit, storefront, booking fee |
Reach for the invoice when a client expects paperwork and a due date. Reach for a checkout session when someone is ready to buy on the spot.
Step 4. Set Up the License Pool
License issuance needs a pool of unused keys.
- Open the
license_poolProject. - Paste your keys, one per row. Or generate 100 at once with Taskade EVE by asking "generate 100 unique 16-character license keys".
- Mark the
assignedcolumn asfalsefor every row.
The Issue License automation runs when an invoice flips to Paid. It pulls the first unassigned key, stamps it on the invoice, and sends it to the client. If the pool runs low, a second automation pings you on Slack.
Common Invoice Patterns
| Pattern | How Taskade Genesis handles it |
|---|---|
| Bills and receipts coming in | Upload the supplier invoice or photograph the receipt. The automation reads the amount and logs it against the client. |
| Monthly recurring invoice | Automation runs on a schedule trigger and creates a new Invoice row each billing cycle. |
| Multi-currency billing | Add a Currency field. Taskade EVE formats the PDF with the right symbol and decimal rules. |
| Refunds and credit notes | Duplicate the invoice row, negate the amount, and set status to Refunded. Log posts to your revenue dashboard. |
| Client self-service portal | Turn on GenesisAuth, match the signed-in email to the correct invoice rows, and test the filter with multiple accounts. A custom domain is optional and starts on Business. |
| Card payment with a link | Add the Stripe Create & Send Invoice action. Stripe raises the invoice, emails it, and returns a payment link you can store or resend. |
| Keeping your table in step with Stripe | Actions push invoices out. Stripe triggers such as New Payment and Invoice Payment Failed bring the result back in, so you flip the row to Paid or start a dunning nudge. See the Stripe integration. |
Who This Works For
| Role | Typical setup |
|---|---|
| Freelancer | One-person workspace, 10 to 50 invoices a month, Stripe integration. |
| Consultancy | Multi-user workspace, client portal, retainer invoicing. |
| Software seller | License pool of 1,000 plus keys, webhook-driven issuance, refund flow. |
| Agency | Project-based invoicing, time-entry import, multi-currency. |
| SaaS founder | Usage-based invoices, webhook trigger, analytics dashboard. |
Publish and Share
When the app feels right, click Publish.
- Pick a custom domain or use the free Taskade URL.
- If clients log in, turn on password protection or SSO sign-in.
- Send the link to your accountant, your team, or your clients.
Your invoicing workspace is live. Every submit, every payment, every license issuance feeds the same workspace memory. The app gets smarter the more you use it.
Frequently Asked Questions
Do I need to know how to code to build an invoicing app?
No. You describe the app in plain English, and Taskade Genesis builds the table, the form, the PDF template, and the automations for you. A field-service operator or a freelancer can ship a working invoice app in under 15 minutes without writing a single line of code.
Can I send a branded invoice right after a job ends?
Yes. Fill the one-line form on your phone when the job wraps. The Send Invoice PDF automation fires on submit, attaches a branded PDF, and emails it to the client through your own Gmail or Outlook account. The client often has the invoice before you leave the site.
How do automatic payment reminders work?
The reminder automation watches for unpaid invoices and emails a polite nudge at 7, 14, and 30 days. A freelancer can set this once and never chase a late payment by hand again. As soon as the status flips to Paid, the reminders stop on their own.
How much does it cost to run an invoicing app in Taskade Genesis?
You can start on the Free plan, which runs 10 automation runs a month. The Stripe steps in this guide use a premium connector, so those run on any paid plan, and custom domains unlock on Business and above. Client sign-in comes with every published app on every plan. Stripe charges its own processing fees on money you collect, separately from your Taskade plan. See pricing for the current comparison.
Can clients log in to see only the invoices I match to them?
Yes, after you configure and test an identity-to-record filter. Turn on GenesisAuth, match the signed-in email to the correct invoice rows, and test multiple accounts plus an unmatched account. Sign-in is available on every plan. Custom domains are available on Business and above.
Does it connect to Stripe or QuickBooks?
Yes. Pick Stripe or QuickBooks from the 100+ integrations catalog inside the automation step. Actions send the invoices out. Stripe triggers such as New Payment and Invoice Payment Failed bring the outcome back. A separate step then sets the row to Paid or starts a reminder, with no manual entry.
Can clients pay by card straight from the invoice?
Yes. Use the Stripe Create & Send Invoice action. It raises a numbered invoice for the customer, has Stripe email it, and returns a hosted payment link plus a PDF. Save the link on the invoice row and you can resend it in a reminder or surface it in a client portal. Clients pay on Stripe's page, so no card details ever touch your app.
Do I use Create & Send Invoice or a Checkout Session?
Use Create & Send Invoice when you bill after the work is done and the client expects a numbered invoice with a due date. Use a Checkout Session when someone is buying on the spot, for example a course, deposit, or booking fee. Checkout Session also fits when you want a pay-now page behind a button. Both return a link, and many workspaces use each one in a different automation.