Quote to invoice
Turn an accepted quote or completed job into a draft Xero invoice ready for review.
Xero automation | Australia
Xero automation, minus the busywork
We build Xero automation for Australian small businesses, and the bookkeepers who support them, that still copy data into Xero, raise invoices by hand and chase debtors manually. We automate quote to invoice, debtor follow up, reconciliation, reporting and the handoffs between Xero and the tools your team already uses. Builds use the official Xero API through n8n, Make, Power Automate or a purpose built integration where that is the better fit.
Describe the problem in a sentence or two. Please do not send credentials or sensitive records.
Perth on site | remote across Australia | scope agreed before build- Best fit
- A repeatable Xero workflow with an accountable owner
- Main deliverable
- A tested workflow, run log and documented handover
- What we need
- A platform owner, limited access and representative records
- Commercial model
- Scoped and quoted before build, with platform costs separate
Delivery ownership
- Scope
- Connect
- Test
- Handover
The accountable team maps the workflow, connects the systems, tests the failure paths and records the handover. Platform access and ownership stay visible throughout.
The operating problem
The accounts admin that never ends
Someone rekeys the same job or customer data, raises invoices one at a time and chases the same late payers each month.
Read the context
Xero has an accounting API, and the routine work follows repeatable rules. We connect the systems, keep the calls that need judgement with a person, and automate the rest.
One workflow to start with
A completed job becomes a draft Xero invoice
Start with the job details your office enters into Xero again. The workflow prepares the draft and leaves the finance decision with your team.
Missing customer details, uncertain tax treatment or conflicting records go to the finance owner. The workflow does not approve an invoice or release a payment.
Platform specific workflows
Work we build in Xero
Three common workflow paths, with the trigger, approval and exception rules agreed before the build starts.
Invoice and collect
Prepare invoices, reminders and debtor follow up without removing finance review.
Invoice reminders
Send polite reminders on an agreed schedule without relying on someone to remember.Debtor follow up
Escalate overdue follow up and deliver a clear summary of open accounts.
Reconcile and report
Give the finance team current numbers and send exceptions to the right person.
Payment reconciliation
Match likely payments to invoices and flag exceptions for a finance team member.Job cost reporting
Bring cost and revenue data together by job or project on demand or on schedule.Cashflow summary
Deliver a current debtor and cashflow snapshot to email or Teams on an agreed cadence.
Connect Xero to the workflow
Carry approved data between Xero and the systems that start or use the finance record.
CRM to Xero handoff
Create or update customers and carry agreed deal data across without double entry.Form to draft
Use an intake or website submission to prepare a draft quote or invoice for review.Custom accounting handoff
Connect the repeatable step that's specific to your books, approvals and systems.
If this is the workflow causing trouble, send us the handoff and systems involved. We will tell you whether it is worth changing before anything is scoped.
Delivery feedback
A client view of the work
This feedback is about how we scope, build and hand over technical work. It is not a case study for this platform.
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.
Workflow in practice
Move the finance team from rebuilding to reviewing
Before
The office recreates every handoff
A completed field service job is opened again in Xero, line items are copied across, the invoice is raised and overdue accounts are followed up manually.
Controlled workflow
Xero receives a draft and the team keeps the decision
Job completion prepares the draft invoice, debtor reminders go out on the agreed schedule, and exceptions get flagged for review instead of being acted on automatically.
Facts and ground rulesXero facts we verify before build
We check the platform, connector and operating facts against your setup before the workflow is quoted.
- The way we connect in
- Accounting APIXero developer documentation
- Invoices, payments and exceptions
- Human reviewproposedConfirmed during workflow mapping
- Every run is logged, so you can see what happened
- Run historyproposedConfigured and tested before production
Data and control
Your books, connected safely
Accounts data is sensitive, so we use Xero's supported API with limited access rather than screen scraping or shared logins.
Your qualified people still make the call on invoice approval, payment release and exceptions. For the wider environment, this work can be paired with AI security and data loss prevention.
Pricing
How we scope and quote the workflow
You receive a fixed project price once the workflow, access and acceptance checks are clear. The first 30 minute consult, mapping pass and written estimate cost nothing.
Before you commit
Free mapping and written estimate
The first consult, workflow mapping pass and written estimate cost nothing. You see the assumptions before deciding whether to proceed.
Approved workflow
One fixed build price
The trigger, access, approvals, exception handling, acceptance checks and handover are agreed before the project quote is issued.
Platform costs
Licences and usage listed separately
Platform licences, premium connectors, API usage and any ongoing monitoring are identified separately. Support continues only when an ongoing arrangement is agreed.
Practical details
Questions about Xero Automation
Access, platform fit, handover and control boundaries in plain language.
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.
Start with the finance workflow
Get the accounts admin off your team
We will tell you if the workflow should stay manual or needs a wider systems change.Enquiries get a reply within one business day.