# Create and send SuiteDash invoices from a short note

> Turn "bill Acme for 10 hours" into a SuiteDash invoice: the right client, your Office Items, a due date, a duplicate check, then Draft or Open.

Source: https://cotlet.dev/integrations/suitedash-api-mcp-server/create-and-send-invoices

A job is done and the hours sit in your notes or a timer. In SuiteDash you open Office > Invoices, rebuild the same bill line by line, and decide whether it goes out now or waits as a Draft.

Cotlet does it in your own SuiteDash account with find\_contact, list\_invoices and create\_invoice, called by your AI agent, an n8n workflow or a script.

[Request access](https://cotlet.dev/app/signup?app=suitedash) [All SuiteDash tools](https://cotlet.dev/integrations/suitedash-api-mcp-server)

Hosted · nothing to install or maintain

Official options

## Can SuiteDash do this on its own?

SuiteDash's Secure API and Zapier app have no action that creates an invoice (checked 11 Oct 2026). Inside the portal, Recurring Generators bill the same charge on a schedule and On-Demand Invoice Generators apply a preset invoice to a client, with Dynamic Items (variable quantity and rate) only on the Pinnacle plan. SuiteDash's A.I. Agents write messages and pick Auto-Templates; its help article does not describe them creating invoices (checked 12 Oct 2026). A one-off bill whose hours and items change with each job is still typed into +Add Invoice by hand.

By hand

## How you do it in SuiteDash today

1. Services you bill often are set up ahead as Items under Office > Settings > Items (+Add Item, with a Reference Title for staff, a Public Title for the client and a Rate), so they can be picked on the invoice.
2. Go to Office > Invoices and click +Add Invoice, then pick the client in Assign Client(s), type a Title the client will see and set the Due Date with its shortcut buttons.
3. Add the Items, Add-ons or Packages, adjust Quantity and Rate, and apply Discounts and Taxes; tracked time comes in separately from a Paused timer through Projects > Projects > Timers > Options > Invoice.
4. Tick "Send Client a New Invoice notification" and click Save as Open; SuiteDash assigns the Invoice # only at this point.
5. Every one-off job repeats the whole form, and nothing in the form warns you that the same client was already billed for the same week.

With an agent

## How to create and send SuiteDash invoices from a short note

Prompt

```
Invoice Acme Studio for the 10 design hours from last week at $90, due in 14 days. Check I have not billed them for it already, then send it.
```

1. 01  
### Pin down the client  
The agent looks the client up with find\_contact by company or email. Two contacts at the same company, or a match whose role is Lead or Prospect, stop the run with a question instead of a guess.
2. 02  
### Map the work to your Items  
Each line of your note has to become an Item that already exists in Office settings. "Design hours" maps to your "Design hour" Item; a line with no matching Item is held back and named in the report, because the agent does not invent prices.
3. 03  
### Check for double billing  
Before creating anything, list\_invoices for that client shows recent Draft and Open invoices. An invoice with the same period in its title, or the same total in the last 30 days, is shown to you first.
4. 04  
### Draft unless you said send  
Without the word "send", the invoice is saved as Draft, which SuiteDash hides from the client and leaves without a number. With "send", it is saved as Open with the New Invoice notification, after your OK.
5. 05  
### Hand back the numbers  
The report gives the Invoice #, the total computed from quantity times rate, the due date and the payment link, so you can paste the link into an email if the client never logs in to the portal.

### What you get back

Example data

```
Acme Studio (Ana Lopez, Client): invoice #1042 "Website design, Oct 5-9" created as Open after your OK.
10 x Design hour at $90.00 = $900.00, due 24 Oct 2026.
New Invoice notification sent. Payment link: https://yourname.suitedash.com/pay/invoice/58213
Doe Studio: held back. "Logo revisions" matches no Item in Office settings; add it or tell me which Item to use.
Bright Labs: a Draft for the same week already exists, nothing new created.
```

### Other ways to ask

- Make Draft invoices for every client in this week's hours sheet and do not send anything; I will review them in Office.
- Bill Doe Studio for the Brand Starter package plus two extra revision rounds, due at the end of the month, and send it.
- Every Friday at 4 pm, turn the hours I logged in my notes into Draft invoices and list any line you could not match to an Item.

Before you automate it

## What SuiteDash allows, and what to know first

- SuiteDash gives an invoice its Invoice # only when it is saved as Open; a Draft has no number and stays hidden from the client.
- Assigning several clients in the SuiteDash +Add Invoice form creates one separate invoice per client, not one shared bill.
- SuiteDash dates invoices in the company timezone from Company/Profile Settings, not in the timezone of the staff member who creates them.
- SuiteDash warns that Clients in Not Invited status get the wrong invoice emails unless the Office templates under Flyout Menu > Email Templates (On Create Invoice and the others) are reset to default or rewritten without the login link.
- A SuiteDash invoice set to "Use a third-party link to payment" does not track what the client pays there; those payments have to be recorded by hand.

create\_invoice asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.

Sources: [SuiteDash Help: Office Invoices](https://help.suitedash.com/article/45-office-invoices) · [SuiteDash Help: Items, Add-ons, Packages, Taxes, Discounts](https://help.suitedash.com/article/393-office-items-addons-packages-taxes-discounts-settings) · [SuiteDash Help: On-Demand Invoice Generators](https://help.suitedash.com/article/361-office-invoice-generators) · [SuiteDash Help: Office for Not Invited Clients](https://help.suitedash.com/article/492-office-for-not-invited-clients) · [SuiteDash Help: Recurring Generators](https://help.suitedash.com/article/46-recurring-invoice-generators) · [SuiteDash Help: Adding Timers to Invoices](https://help.suitedash.com/article/76-adding-completed-timers-to-invoices)

REST

## Call create\_invoice from a script

curl

```
curl https://cotlet.dev/api/v1/suitedash/create_invoice \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"client_id":"c7f2a9e1-4b3d-4e8a-9f10-2d6b5a8c3e71","title":"Website design, Oct 5-9","items":[{"item":"Design hour","quantity":10,"rate":90}],"due_date":"2026-10-24","status":"open","notify_client":true}'
```

Example response

```
{
"invoice_id": "58213",
"invoice_number": "1042",
"status": "open",
"total": "900.00",
"currency": "USD",
"due_date": "2026-10-24",
"payment_link": "https://yourname.suitedash.com/pay/invoice/58213"
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is suitedash\_create\_invoice. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/suitedash-api-mcp-server#automations)

Tools

## SuiteDash tools this automation uses

__Cotlet SuiteDash tools used to create and send SuiteDash invoices from a short note__
| Tool | Parameters |
| --------------- | ----------------------------------------------------------- |
| find\_contact | query, role |
| list\_invoices | status, client\_id, due\_before |
| create\_invoice | client\_id, title, items, due\_date, status, notify\_client |

[All 14 SuiteDash tools with descriptions](https://cotlet.dev/integrations/suitedash-api-mcp-server#tools)

## Frequently asked questions

### Should a monthly retainer go through the agent too?

Usually not. A SuiteDash Recurring Generator creates the same invoice every Days, Weeks, Months or Years, as Open or Draft, with a relative due date, and stops after a set number of occurrences or on a date. The agent fits the bills that change with each job.

## More SuiteDash automations

- [Record bank transfer and check payments on SuiteDash invoices](https://cotlet.dev/integrations/suitedash-api-mcp-server/record-offline-payments)
- [Answer SuiteDash portal messages from clients with AI](https://cotlet.dev/integrations/suitedash-api-mcp-server/reply-to-portal-messages)
- [SuiteDash API and MCP server: every tool](https://cotlet.dev/integrations/suitedash-api-mcp-server)
- [All use cases](https://cotlet.dev/use-cases)

## Give your agent access to SuiteDash.

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[Request access](https://cotlet.dev/app/signup?app=suitedash)