Money out of the door faster, and chased without anyone chasing
Invoicing that matches your contracts however awkward they are, takes payment the way your customers want to pay, and follows up on its own.
- Typically costs
- £38k–£95k
- Live in
- 10–22 weeks
Invoicing and payments
8 parts01Where this usually starts
Your billing rules fit nothing on the market. Staged payments, retentions, consolidated accounts, rates that differ per customer, credits that net off against next month. So somebody rebuilds them in a spreadsheet every month, and the month you are busiest is the month it goes wrong.
02What changes
What you end up holding.
- 01Invoices out right the first time, whatever the contract says, with nobody checking the spreadsheet
- 02Card, bank transfer and direct debit taken and reconciled against the invoice without anyone matching them up
- 03Overdue accounts chased on your schedule, in your tone, stopping the moment they pay
- 04A live picture of what you are owed, by whom, and for how long
- 05Your accountant fed directly, so month end stops being a week of work
Every invoice right the first time, and your debtor days shorter by the end of the second quarter.
03The pieces
What a system like this is usually made of.
You will not want all of it on day one, and you should not pay for all of it on day one. The estimator lets you choose, and shows what each one adds.
Invoicing
Invoices raised from what actually happened, under your contract terms however awkward.
Taking payment
Card, bank transfer and direct debit, reconciled against the invoice without anyone matching them up.
Chasing what you are owed
Overdue accounts followed up on your schedule, in your tone, stopping the moment they pay.
Recurring charges
Subscriptions, retainers and memberships billed on time, with failures recovered on their own.
Your pricing rules, applied for you
Volume breaks, customer rates, surcharges and every exception, applied the same way by everyone.
Approvals
Routed by your own rules, including who covers when someone is away, and chased when they stall.
Reading documents as they arrive
Figures taken out of invoices, notes and certificates, checked, and only queried when genuinely unclear.
Checked against what you expected
Each document set against the order, the contract or the rate card, and held back when it disagrees.
The sort of detail that matters
- Staged payments and retentions
- One consolidated account across a customer's sites
- Paid from a link in the invoice
- Direct debit collected on the day it is due
- Rates that differ per customer and change mid-contract
- Materials priced at this week's cost
04How it would run
10 to 22 weeks, in five phases you approve one at a time.
01
Getting to the truth
A written account of how your work really runs today, what the current way is costing you, and what your new system has to do about it.
02
Shaping it
Every screen and every decision your system will make, in front of you and signed off, with your live date fixed at the end of it.
03
Building it
Your system takes shape week by week in your own account, with something you can click on and try at the end of every fortnight.
04
Proving it
Your own people put it through real work with real records, and everything they find is fixed before anybody depends on it.
05
Going live
Your team moves across trained, with their history intact, on the date fixed months earlier.
05Asked most often
The questions that come up.
We use Xero. Does this replace it?
No, and it should not. Xero stays your book of record. This does the part Xero was never built for, which is working out what to bill under your particular contracts, then posts the finished invoice across so your accounts stay in one place.
Can it handle staged payments and retentions?
Staged payments, retentions, part-credits, consolidated monthly accounts across every site, rates that differ per customer and change mid-contract. Rules like yours are exactly why building beats buying here.
How soon is it billing real customers?
Ten to twenty weeks, on a date fixed before the build starts. It goes live alongside your current way of working and runs in parallel for a cycle, so the first month costs you nothing if anything surprises either of us.
06The rest of it
Most projects are two or three of these at once.
- 01Customer and salesEvery customer, conversation and deal in one place, arranged the way your business works rather than the way a software company guessed it might.£45k–£120k
- 02Access and auditAccess controlled to the person and the record, every change recorded, and your answer ready the day an auditor, a client or a regulator asks for one.£32k–£85k
- 03Planning and schedulingWork, people and equipment scheduled against real constraints, reshuffled in seconds when something changes, and visible to everyone who needs to know.£48k–£140k
- 04ReportingOne honest set of figures drawn from every system you run, assembled by nobody, argued over by nobody, and ready on the first of the month.£30k–£75k
- 05Quoting and proposalsYour pricing rules, however involved, applied correctly by anyone on the team, inside a document that looks like it came from you.£34k–£88k
- 06Client portalsA calm, private place your clients sign in to, see exactly where their work has got to, and get what they need without emailing anybody.£30k–£80k
- 07Documents and approvalsForms filled in once, routed to whoever has to agree, signed, filed where you will find them again, and chased the moment they stall.£30k–£70k
- 08Field work and jobsThe job tracked end to end, your engineer given what they need on their phone, and the paperwork finished before the van leaves site.£55k–£160k
- 09BookingsAvailability your customers book against themselves, with every one of your real rules applied, and far fewer people failing to turn up.£30k–£70k
- 10Stock and assetsStock, tools, vehicles and installed equipment tracked accurately enough that you stop buying things you already own.£35k–£90k
- 11Joining systems upThe systems you already pay for, talking to each other reliably, so a thing entered once appears everywhere it belongs within seconds.£30k–£65k
- 12Leaving a systemA planned, reversible move off the system that is holding you back, without losing a single record or a day of trading.£35k–£110k
- 13Reading documentsPaperwork arriving by email or on a phone camera, read accurately, checked against what you expected, and put in front of a person only when it needs one.£38k–£95k
- 14MembershipsMembers joining, paying, renewing and getting what they pay for, without anybody in your office administering a single one of them.£32k–£85k
- 15MarketplacesA platform where your suppliers and your buyers find each other, agree terms and pay, with your commission taken cleanly every time.£65k–£200k
- 16Compliance recordsThe records your regulator, your insurer or your biggest client requires, captured as the work happens and produced on demand in minutes.£32k–£80k
Put a date on it.
Half an hour with whoever would build it gets you the shape of the work, a figure you can take to your board, and the week it could start. No deck, no discovery fee, no follow-up sequence.
Or ring 01603 552024. A person answers it.