Collect everything you need to get paid before the invoice exists: legal entity name, billing address, the human in accounts payable, the purchase order number, the tax registration, and the portal they insist you submit through. Gather it once, at kickoff, and invoice day stops being a scavenger hunt.
The Simple Store Manager is a live Taskade Genesis app you can fill in on this page. Its customer records are the closest starting point to a billing profile, not a ready-made intake form. Try it, then click "Use this app" to clone and own a copy in about ten seconds and swap its fields for the billing address, tax identifiers, and accounts payable contacts described below.
The build gives you a form and a record that agree with each other. The client fills in a structured intake, the answers land as a billing profile linked to that client, and the agent checks the result for the omissions that cause rejected invoices: an entity name that does not match the contract, a missing PO on an account that always requires one, an accounts payable email that is a personal inbox rather than a shared one. It also drafts the follow-up asking for whatever is missing, in a tone that does not sound like a form letter.
Workspace DNA keeps the profile useful for the life of the account. Memory holds every version of a client's billing details with dates, so an invoice sent to a contact who has since left is explainable rather than embarrassing. Intelligence, running on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, spots inconsistencies a form never would, such as a trading name on the intake that does not match the entity on the contract. Execution chases the missing pieces and blocks invoicing until the profile is complete.
The AI agents in the app carry 34 built-in tools, including persistent memory, file analysis for reading a supplier form the client sends back, and custom slash commands for pulling a client's billing profile into a conversation. When a client insists you submit through their own portal, the agent records the process steps and the credentials owner so the next invoice does not restart that discovery from scratch.
The payoff arrives on your first invoice to a large client. Enterprise accounts payable teams reject invoices for tiny reasons, and almost all of those reasons are known at kickoff. Collecting them then, when the client is enthusiastic, is far easier than collecting them at 45 days past due.
Use whichever view suits the moment:
- Table view for the billing profile grid across all clients
- List view for the intake questionnaire itself
- Board view to track intakes as requested, received, and verified
- Plus the rest of the 7 project views
Automations do the chasing. A Taskade automation sends the intake when a deal is marked won, reminds the client if it is not returned in three days, and blocks the first invoice from being sent while a required field is empty. Across 100+ bidirectional integrations, a web form pulls the answers in while Gmail and Slack push reminders and confirmations out. See form triggers for the intake mechanics and build a form with logic for conditional questions.
Clone it, invite whoever runs onboarding, and the profiles are yours. When a client changes their accounts payable contact you update one record and every future invoice is correct.
Clear boundary: this collects and verifies the details you need for billing. It does not validate tax registration numbers against government registries, and it does not decide your tax treatment. Those belong with your accountant.
Browse client onboarding systems in the Community Gallery, start yours at Taskade Genesis, or read finance apps. Send the verified profile straight into Draft an Invoice From a Project Scope, and use Publish a Client Billing Portal if you want clients maintaining their own details.
Frequently Asked Questions
What details actually matter for getting paid on time?
The legal entity name, the billing address, a shared accounts payable inbox rather than one person, the PO number if the client uses them, and their payment terms and submission method. Missing any one of those is the usual reason an invoice sits untouched for three weeks.
Can the intake ask different questions for different client types?
Yes. Conditional logic shows tax registration questions only to clients in the relevant regions, and PO fields only to clients who use them. Build a form with logic covers the setup.
What if the client ignores the intake?
The automation escalates on a schedule you set, and the agent drafts each nudge with a different angle, from a friendly reminder to a plain statement that invoicing cannot start without it. Most intakes come back after the second message.
Can clients update their own details later?
Yes. Send them a link to the same form pre-filled, or give them a portal login on a Business plan so they can maintain the profile themselves. See app users.
Does it keep a history of changes?
It does. Changing an accounts payable contact leaves the old value visible with a date, which matters when an invoice was sent to an address that was correct at the time.
How is sensitive information handled?
Restrict the project to the people who need it and keep payment credentials in the payment processor rather than in a record. The app needs the billing address and contact, not the card.
Can it flag clients who are missing something before month end?
Yes. Ask the agent for every active client with an incomplete billing profile and it returns the list with the specific gap for each, which is a five-minute fix that prevents a month of delay.
