Quote to invoice
An accepted quote or completed job becomes a draft invoice in Xero, ready to review and send.
Service · Xero automation · Perth + Remote
Xero automation, minus the busywork.
Your team should not be copying data into Xero and chasing invoices by hand. We automate the accounts workflows that quietly eat your week: quote to invoice, debtor follow-up, reconciliation and reporting. Built on the Xero API with n8n, Make or Power Automate. Perth-based, working Australia-wide.
15-20hrs
saved per week for most clients
8+
Xero workflows we commonly build
<1wk
for a single workflow
Perth
in-person or remote AU-wide
01The problem
The accounts admin that never ends.
Someone on your team re-keys the same data into Xero, raises invoices one at a time, and chases the same late payers every month. It is hours, every week, forever.
None of it needs a person. Xero has a solid API, and the work follows the same rules every time, which is exactly what automation is for. We connect Xero to the tools you already use and let the routine accounts work run itself, with a human in the loop only where judgement is genuinely needed.
Done by hand right nowautomatable
- !Re-keying jobs into invoices. Quote or job details typed into Xero by hand.
- !Chasing overdue invoices. Manual reminders, one debtor at a time.
- !Matching payments. Eyeballing the bank feed against invoices.
- !Building the weekly numbers. Exporting and reformatting reports every week.
02Workflows
Xero workflows we automate.
Invoice reminders
Automatic, polite reminders on a schedule, so nobody has to remember to chase.
Debtor follow-up
Escalating follow-ups for overdue accounts, with a summary of who still owes what.
Payment reconciliation
Match incoming payments to invoices and flag the ones that need a human eye.
Job-cost reporting
Pull costs and revenue by job or project into a report, on demand or on a schedule.
Weekly cashflow summary
A clear cashflow and debtor snapshot in your inbox or Teams every Monday.
CRM to Xero handoff
New customers and deals flow from your CRM into Xero without double entry.
Form to invoice draft
A website or intake form submission becomes a draft quote or invoice automatically.
Custom to your books
Whatever the repetitive step is in your accounts process, we will automate it.
03Before & after
What it looks like in practice.
BEFORE
A trades business finishes a job in their field-service tool, then someone opens Xero, finds the customer, copies the line items across, raises the invoice, and emails it. Later that week they export an aged-receivables report and email each late payer by hand. Roughly half a day, every week.
AFTER
A completed job creates a draft invoice in Xero automatically, ready to approve with one click. Overdue accounts get reminders on their own, and a debtor summary lands in Teams each Monday. The half-day is back, and the cashflow is healthier because nothing slips.
04Data & control
Your books, handled safely.
Accounts data is sensitive, so we treat it that way. Automations connect through Xero's official API with scoped permissions, not screen-scraping or shared logins. Anything that should need a human, approving an invoice, releasing a payment run, stays a human decision.
Every automated action is logged so you have an audit trail, and we keep credentials out of places they should not be. If you want the broader picture locked down too, that pairs with our data loss prevention and AI security work.
Built in by default
- ✓Official Xero API, scoped access only.
- ✓Approval steps kept in human hands.
- ✓Every action logged for an audit trail.
- ✓Credentials stored securely, never in the frontend.
On Microsoft 365 as well? See Microsoft 365 automation. Want the full picture first? Start with our main automation service.
05Clients
What our clients say.
Josh and the VibeZero team turned a mess of ideas into a working product faster than I thought possible. They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.
NK
Natasja KleinmanFounder, Flexi Tribe
Working with VibeZero was refreshingly straightforward. No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for. I'd recommend them to any small business looking to actually get results from AI.
BG
Blake GoodDirector, Good Designs
06Related
The full capability list.
Consulting, automation, security and training, plus the build and fix work when you need it. These are the eight we lead with; 25 in total. Your AI consultant in Perth, working nationally.
01
AI Consulting
Map your ops, find where AI makes sense, build an implementation plan your team can follow.
Learn more02Automation
n8n, Make, Power Automate, custom integrations. The boring weekly tasks, automated.
Learn more03AI Security & DLP
Stop data leaking into AI tools. Usage policy, M365 controls, Privacy Act and Essential Eight aligned.
Learn more04AI Training
Hands-on workshops. Actual workflows for Claude, ChatGPT and Copilot your staff use Monday.
Learn more05App Development
Apps, tools, MVPs and internal systems built with AI-assisted dev, with senior engineering oversight.
Learn more06Vibe Code Audit & Fix
Built with Claude, Cursor, Bolt or Lovable? We find what's broken, patch it, hand it back production-ready.
Learn more07AI Agents
Custom agents for CRM, accounting, project management. Built with Claude, GPT and MCP.
Learn more08Agentic Coding
Autonomous coding agents build features end-to-end. We review, steer, and ensure production quality.
Learn more07FAQ
Frequently asked questions.
The repetitive accounts work: turning quotes and jobs into draft invoices, sending invoice reminders, chasing overdue debtors, matching payments, generating weekly cashflow and job-cost reports, and moving data between your CRM and Xero. We automate the steps a person does by hand every week.
Both. We build on the Xero API through automation platforms like n8n, Make or Power Automate, whichever suits your stack and budget. n8n self-hosted is our default when data residency or cost matters.
Yes. Automations run through Xero's official API with scoped access, approval steps stay in human hands where they should, and every action is logged. We keep the controls tight, the same security-first approach we bring to all our work.
A single workflow is usually live in under a week. A package of related workflows takes a few weeks. We scope it up front so you know the cost and timeline before we start.
Yes. We are Perth-based and work on-site across the metro area, and remotely with Xero users Australia-wide.