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Proposals and payments

Payment and invoicing

Two connected workflows run the full payment cycle: a payment link and invoice go out when a project is ready, and a paid payment turns into a receipt, a booked invoice and a follow-up.

Payment and invoicing: canvas view of the real n8n workflow, 36 nodes. Workflow 1: final invoice · 11 nodes Final Invoice Trigger Build Final Link Data Create Mollie Final Link Store Final Link Inject Final Link Send Delivery Email Error: Final Invoice Alert Create MB Contact (Final) Create MB Invoice (Final) Mark Final Invoice Open Admin Copy: Delivery Email Workflow 2: payment received · 25 nodes true false true false Payment Webhook Get Mollie Payment Extract Payment Link ID Get Client Data Build Invoice Data Create Moneybird Contact Create Moneybird Invoice Send Moneybird Invoice Mark as Paid Notify Shoka Error: Payment Alert Register Payment in Moneybird Route by Type Register Final Payment Send Handover Email Store Post-Delivery Payment Paid? Mark as Failed Download Invoice PDF Send Receipt to Client Mark Invoice Open Download Final Invoice PDF Send Receipt to Client (Final) Mark Applicant Completed Admin Copy: Handover Email
The real workflow, redrawn from n8n so it stays sharp on any screen. Every node is here.

The problem it solves

Getting paid involves a surprising number of small steps: a payment link, an invoice, an email, a receipt, a bookkeeping entry and a reminder to follow up. Done by hand, each one is another chance to forget something.

Where the design work is

The two workflows are not complicated to describe. The work is in the logic: routing correctly between payment types, keeping the Moneybird flow clean, and making sure nothing falls through if an API call fails partway through. If anything fails at any step, an error email lands in my inbox.

Together they run 36 steps across three integrations. Mollie handles the payments, Moneybird handles the accounting and n8n manages everything in between. The two workflows do not call each other. They share a table in the database.

A full payment and invoicing layer is at the top of what I scope as a Build project. Depending on what surrounds it, it can grow toward Full Stack.

How it runs

  1. 1

    Trigger

    I mark a project ready for final payment

    One action in my admin starts the first workflow.

  2. 2

    Invoice

    The invoice is created first

    n8n creates the contact and the invoice in Moneybird and marks it open, so the books are ready before the client has read a word.

  3. 3

    Payment link

    A Mollie payment link is created

    The link is stored and placed inside the delivery email.

  4. 4

    Delivery

    The client gets the delivery email

    The email carries the payment link, so paying takes one click. I get a copy.

  5. 5

    Confirmation

    Mollie confirms the payment

    A webhook lands in n8n, which fetches the full payment from Mollie. A failed payment is marked as failed.

  6. 6

    Route

    A deposit and a final payment take different routes

    n8n looks up the client record, marks the payment as paid and picks the right route for the type of payment.

  7. 7

    Accounting

    The books update themselves

    The payment is registered in Moneybird and the invoice is marked as paid. The client gets the invoice PDF as a receipt, and a final payment also triggers the handover email.

  8. 8

    Follow-up

    The client is queued for follow-up

    After a final payment, a record is written to the database for the post-delivery emails to pick up later, and the project is marked completed.

If something fails, an error alert reaches my inbox straight away. Nothing breaks quietly.

What it connects

  • n8n

    Connects everything and routes between payment types.

  • Mollie

    Creates the payment link and confirms the payment.

  • Moneybird

    Holds the contact and invoice, and registers the payment.

  • Supabase

    Stores the link and lets the two workflows share state.

  • Email

    Sends the delivery email and the receipt.