Invoice-to-cash

Invoices sent, reminders chased and payments matched

How it works

  1. Job doneA job is marked as done.
  2. Invoice sent from XeroThe invoice is raised and sent from Xero.
  3. Reminders until paidPolite reminders go out until it is paid.
  4. Payment matchedThe payment is matched to the invoice.

A worked example

  1. A cleaning company in Ang Mo Kio finishes a job at an office and marks it done in its job sheet.
  2. An invoice is prepared in Xero from the job details. The owner approves it and it is sent to the client.
  3. Seven days after the due date with no payment, the client gets a polite reminder, using wording the owner approved in advance. A second follows a week later.
  4. When the bank transfer arrives through HitPay, the system matches it to the invoice and marks it paid in Xero. The owner confirms the match.

Before and after

Before

After

Invoices are raised days after a job, when someone has time.

They are prepared as soon as the job is marked done.

Chasing late payers is awkward, so it gets put off.

Polite reminders go out on a schedule you set.

Matching payments to invoices takes an afternoon.

Payments are matched to invoices and you confirm them.

What the AI does

  • Prepares the invoice in Xero when a job is marked done.
  • Sends polite payment reminders on the schedule you approve.
  • Matches incoming payments to the right invoice.
  • Tells you which invoices are overdue and which clients have been reminded.

What your team keeps

  • Approving invoices and the reminder wording.
  • Phone calls to clients who do not pay.
  • Disputes, credit notes and write-offs.
  • Money never moves without your approval, including refunds.

What is included

  • Connection to Xero and to HitPay or Stripe if you use them.
  • Invoice preparation from your job records.
  • A reminder schedule and wording that you approve.
  • Payment matching with your confirmation.
  • An overdue summary for you.
  • Fixes and adjustments during the first month after launch.

What is not included

  • Debt collection or legal action.
  • Fees charged by HitPay, Stripe or your bank, which stay with your business.
  • Bookkeeping or your accountant's work.

Works with

  • Xero
  • HitPay
  • Stripe
  • WhatsApp

Questions

How much does invoice-to-cash cost?

Setup starts from S$4,499. The monthly fee is set by your volume and agreed on the call, before anything is built. Usage costs, such as AI processing, are billed on top of the monthly fee. Fees charged by HitPay, Stripe or your bank, and subscriptions you already pay for, such as Xero, remain yours. Meta's WhatsApp message fees, if you use WhatsApp reminders, are billed by Meta. The minimum term is three months, and after that you can cancel any time.

Where does my data go, and does this meet PDPA?

Invoices and payments stay in your own tools, such as Xero, HitPay and Stripe, wherever possible. The written scope lists which client details the reminders use. The written scope says where everything is stored and lists any personal data the system handles and why, so you can check it against your own PDPA obligations. Your data is never used to train AI models.

Can the system move money?

No. Money never moves without your approval. The system prepares invoices and matches payments, and you approve invoices before they go out and confirm matches.

What happens when the AI does not know how to handle a payment?

If a payment does not match an invoice, or a client replies to a reminder with a dispute, it is flagged for you with the details. It does not decide, and it stops reminders on any invoice you mark as disputed.

How long does setup take?

Usually three to four weeks from the call. We connect Xero and your payment tools, agree the reminder schedule and wording with you, and test on past invoices before it goes live.

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