Lendly

    NS File → Tax Invoice Auto-Linking – Lendly

    Automatically connecting daily NS files to the correct invoices and keeping totals accurate at all times.

    Problem Statement

    Even after automating daily NS file processing, Lendly still faced a major operational bottleneck during invoicing. Each NS file had to be manually: Reviewed for its date, Matched to the correct invoice period, Linked to the right Tax Invoice record in Airtable, Rechecked to ensure the invoice total was accurate. As the number of daily records grew, this process became error-prone and time-consuming. Files were sometimes linked to the wrong invoice, totals had to be recalculated manually, and any correction meant repeating the whole process. Lendly needed a self-updating system where invoices always stayed accurate without anyone touching the data.

    The Solution

    Automation Overview

    We built a dedicated Airtable automation layer that automatically connects every NS file to the correct Tax Invoice based on date logic. The moment an NS file is added or updated, the system identifies which invoice period it belongs to, links it instantly, and lets Airtable handle the total calculation using rollups. The result is a completely dynamic, always-accurate invoicing system.

    Automatic Invoice Period Detection

    Each Tax Invoice record contains: Start Date, End Date. When an NS file is created or updated, the automation compares the NS file’s date against all invoice ranges and identifies the exact invoice it belongs to. No searching. No guesswork.

    Instant NS File → Invoice Linking

    Once the correct invoice is identified: The NS file is automatically linked to that Tax Invoice. No drag-and-drop. No manual selection. No risk of linking to the wrong month. Everything stays perfectly organized.

    Rollup-Based Gross Calculation

    Each Tax Invoice uses Airtable rollups to: Sum Gross values from all linked NS files, Update totals instantly whenever data changes. If: A Gross value is corrected, A date is adjusted, A file is re-linked. The invoice total updates automatically.

    Fully Dynamic & Self-Correcting System

    If an NS file’s: Date changes, Gross value changes, Placeholder becomes a real value. The automation re-evaluates the invoice mapping and ensures the NS file is always linked to the correct invoice. No stale data. No mismatches.

    Zero Manual Reconciliation

    Because everything is automated: No manual checks, No recalculations, No end-of-month panic. Invoices are always ready.

    Integrations & Connected Systems

    Airtable – NS Files table, Tax Invoices table, linked records, rollups; n8n / Airtable automation logic – Date comparison and record linking; Date-range matching system – Ensures accurate invoice assignment. All logic runs silently in the background.

    Smart Logic & Reliability

    • Prevents incorrect invoice linking
    • Handles late or updated NS files gracefully
    • Supports placeholder records
    • Auto-relinks when dates change
    • Guarantees invoice totals are always correct
    • Eliminates human error entirely
    • The system behaves like a purpose-built internal finance tool

    Before

    Teams manually searched invoice periods, linked files by hand, and rechecked totals repeatedly.

    After

    Every NS file automatically finds its place, invoices update themselves, and totals are always correct.

    Tools Used

    Airtable
    Linked records
    Rollup fields
    Date-range comparison logic
    Automation triggers

    Our Process

    1

    Discover

    Identified friction in manual invoice reconciliation.

    2

    Design

    Created a date-driven linking logic tied to invoice periods.

    3

    Build

    Implemented automated matching and rollup-based totals.

    4

    Integrate

    Connected NS Files and Tax Invoices seamlessly.

    5

    Deploy

    Tested edge cases like date changes and placeholders.

    Business Impact

    Zero manual invoice linking

    Always-accurate invoice totals

    No reconciliation errors

    Faster month-end closing

    Fully dynamic and self-updating invoices

    Clean, audit-friendly financial records

    A scalable finance system that grows with data volume

    "This automation completed Lendly’s financial workflow by turning invoicing into a fully automated, self-maintaining system. NS files now connect themselves to the correct invoices, totals update instantly, and finance teams never need to intervene — even as data changes."

    Want a system like this for your business?

    Let’s build it.