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Flows automation

Automation that does the billing, not just the reminders

Flows run when something happens or on a schedule, check your conditions, then act. Clip one to a client's project and it opens the timesheet and creates the invoice at the end of every period.

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Included on every plan with a monthly Flow run allowance that grows with each plan; billing from approved timesheets uses approvals, which start on Team.

Animated illustration with sample data.What the animation shows:
  1. On the Flows page, Templates opens the template gallery, filtered to Billing.
  2. "Client timesheet and invoice (per period)" is used, which creates a draft flow clip.
  3. In the builder, the trigger reads "When a project's clip schedule comes due", followed by Open Project Timesheets, Create Period Invoice, Deliver Invoice.
  4. The Create Period Invoice step is opened in the side panel to check its settings.
  5. The flow is published as version 1.

The problem

Sound familiar?

How it works

When, If, Then

  1. 1

    Pick a trigger

    A record is created or changed, a status moves, time is tracked, a date arrives, an email or webhook comes in, or a schedule fires.

  2. 2

    Add conditions

    Branch with If and Else on the record, its related records, previous values or the period a scheduled run covers.

  3. 3

    Choose the actions

    Create or update records, send email or notifications, open timesheets, create period invoices, call an HTTP endpoint, or wait.

  4. 4

    Test, then publish

    Test against a real record and see every step's result without changing data. Then publish it, or clip it to a client.

In the app

The real screen

Captured from a demo workspace, not a mock-up.

The Flow editor showing a scheduled billing flow with When, If and Then steps
  1. When, If, Then steps
  2. Billing schedule
  3. Create period invoice

What you get

Flow clips
Attach a flow to one client, project or case with its own schedule and recipients, straight from the Flows button on the record.
Billing on a schedule
Weekly, every two weeks, twice a month or monthly. Reuse the last invoice's layout, terms and notes, and choose draft, issue, or issue and send.
Reminders before a period ends
Run a clip a set number of days before the period closes, for example to remind the team to finish their timesheets.
Catch up on a missed period
Run a flow for a past period to create the timesheet or invoice that should have gone out.
Ready-made templates
Start from flows for invoice reminders, client timesheets and invoices, completed projects and web form leads.
Safe to change
Drafts until you publish, undo and redo, version history, and a warning before you edit a flow that is already running.

Read the documentation

Works with

Used by: agencies

Compare: vs Dubsado, vs Bonsai, vs monday.com, vs Zoho

Flows automation: questions

Something else? Ask us.

  • Does SparkDesk connect to Zapier or Slack?

    No, there are no Zapier or Slack integrations. A flow can call an HTTP endpoint through a saved connection or start from an incoming webhook, and the REST API is available on every plan.

  • How many flow runs do I get?

    Every plan includes a monthly allowance, from 100 runs on Free to 25,000 on Business. Paid plans can add packs of 1,000 runs.

  • What happens if a flow keeps failing?

    A flow that fails five times with the same error within seven days is paused, and its owner is notified.

  • Who can build and run flows?

    By default Owners and Admins build flows, Members clip and run them, and Read-only users can view them. You can change this per role, and the same rules apply over the API and MCP.

Run your next client project in SparkDesk.

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