SmartBill
AccountingSmartBill is the Romanian invoicing platform. Agents issue invoices, proformas, storno invoices, receipts, and fiscal till receipts, cancel or restore them, and pull the PDFs and payment status a workflow needs.
What This Integration Enables
SmartBill is built for a jurisdiction where an invoice number is a legal artifact rather than a label. There is no update route anywhere in the API, because a finalized Romanian invoice is not a record you edit. That single fact reshapes what automation should look like here. FlowRunner agents issue invoices, proformas, storno invoices, receipts, and fiscal till receipts, then read them back as PDFs and track whether they were paid.
The interesting work is upstream of the write. An agent can check the series before it draws a number, confirm the VAT rate names match what the account holds, and issue the document as a draft when a person still has to look at it. A draft carries no number until someone finalizes it, which makes it the right shape for anything an agent is not certain about. Once a number exists, the correction path is a second document, not an edit.
Without FlowRunner
With FlowRunner
Use Case Scenarios
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Storefront orders become numbered invoices
An order completes in Shopify or WooCommerce and the agent assembles the invoice. It calls List Tax Rates first, because a line whose tax name does not exist in the account is refused rather than corrected, and List Series to confirm the target series. Create Invoice issues the document, Get Invoice PDF stores the file, and Send Document Email puts it in front of the customer. When a payment is already captured through Stripe, the same call records the invoice as paid instead of leaving it open.
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The quote that becomes an invoice only when it should
A sales conversation produces a proforma rather than a tax document. Create Proforma issues it, Get Proforma PDF gives the customer something to sign off, and the agent then polls Get Proforma Invoices to see whether it has been turned into an invoice yet. Nothing is booked while the quote is outstanding. If the deal dies, Cancel Proforma reverses it and leaves a record, and Restore Proforma exists for the case where it comes back to life a week later.
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A payment run that closes the loop
On a schedule, the agent lists the open invoices it has issued and calls Get Invoice Payment Status on each one. Settled invoices are matched against the bank feed and closed with Create Payment, which issues a numbered receipt or a fiscal till receipt depending on how the money arrived. Get Fiscal Receipt Text returns the till receipt content ready for a fiscal printer. Anything still unpaid past terms is summarized into a chase list that posts to Slack for a person to work.
Human-in-Loop Highlight
Delete Invoice is the one operation here whose availability expires. SmartBill only allows a document to be deleted when it is the very last one in its series, because a gap in the numbering is not permitted, so the option disappears the moment the next invoice is issued. That makes "delete the mistake" a decision with a clock on it, and the alternatives are not equivalent. Cancel Invoice is reversible through Restore Invoice. Create Storno Invoice is not an undo at all: it issues a second numbered document that reverses the amounts and stays in the books forever, which is the correct answer once the customer already holds the original. So the agent stops and states the situation rather than guessing. It posts the series and number, whether that number is still the last one in its series, whether Get Invoice Payment Status shows anything recorded against it, and whether this flow already emailed the PDF. Then it asks the finance lead which of the three undos applies. The agent can execute any of them in a second. Knowing which one the company will have to defend to an auditor is not the agent's call.
Agent Capabilities
21 actionsInvoices
7- Create Invoice Issues an invoice, optionally as a draft, optionally already paid, optionally emailed, and optionally built from an existing proforma. The draft option is what an agent uses when a person still has to check the document before it takes a number.
- Create Storno Invoice Issues a storno invoice that reverses an existing one. This is the correct undo once the customer already has the original, because it leaves both documents in the record.
- Cancel Invoice Cancels an invoice. Unlike a deletion this can be undone, which makes it the safe first move when the situation is still unclear.
- Restore Invoice Puts a canceled invoice back in force. Used when a cancellation turns out to have been premature.
- Delete Invoice Permanently deletes an invoice. Only the last invoice in a series can be deleted, because a gap in the numbering is not allowed. This is the operation this page's human gate exists for.
- Get Invoice PDF Downloads an invoice as a PDF into FlowRunner file storage. SmartBill publishes no route that returns a document as structured data, so this is how a workflow reads one back.
- Get Invoice Payment Status Reads whether an invoice has been paid and how much of it is still outstanding. The lookup behind collections, dunning, and reconciliation flows.
Proformas
6- Create Proforma Issues a proforma, which is a quote rather than a tax document, optionally as a draft and optionally emailed. Used when a figure needs to go to a customer before anything is booked.
- Cancel Proforma Cancels a proforma. Reversible, so it is the right move for a quote that has gone quiet.
- Restore Proforma Puts a canceled proforma back in force.
- Delete Proforma Permanently deletes a proforma. Cancel Proforma is the reversible alternative and usually the better one.
- Get Proforma PDF Downloads a proforma as a PDF into FlowRunner file storage, which is how a quote reaches the customer or an approval thread.
- Get Proforma Invoices Checks whether a proforma has been turned into an invoice and names the invoices generated from it. The poll that tells a workflow a quote has converted.
Payments and Receipts
4- Create Payment Records a payment, issuing a numbered receipt or a fiscal till receipt depending on the payment type, and settling one or more invoices in the same call.
- Delete Receipt Deletes a receipt. Only the last receipt in a series can be removed, for the same numbering reason invoices have.
- Delete Payment Deletes a payment that is not a receipt, identified either by the invoice it settled or by its own date, value, and customer.
- Get Fiscal Receipt Text Reads the base64 content of a fiscal till receipt, ready to send to a fiscal printer. The bridge between a workflow and the hardware at the counter.
Delivery
1- Send Document Email Emails an existing invoice or proforma to the customer as a PDF attachment, with the subject and body encoded for you.
Reference Data
3- List Series Lists the document series, optionally narrowed to invoice, proforma, or receipt series. The API cannot create a series, so this is where the valid names come from.
- List Tax Rates Lists the VAT rates configured in the account. A document line names a tax by its configured name, so this read is what stops a refused write.
- List Stocks Reads stock levels at a date, for every product, one warehouse, one product, or one product in one warehouse.
Frequently Asked Questions
What can FlowRunner do with SmartBill?
FlowRunner agents can run Create Invoice, Create Storno Invoice, and Cancel Invoice in SmartBill, plus 18 more actions.
Does connecting SmartBill to FlowRunner require OAuth?
No. SmartBill connects to FlowRunner with basic authentication (a username and password), no OAuth flow required.
Can SmartBill trigger a FlowRunner workflow automatically?
SmartBill doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.
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