Instant Invoice Dispatch

Q: Can we add our PO and site sections?

Yes. We group lines by Client → PO → Site and include your labels and numbering.

Q: What about dispute handling?

We attach notes and a link to photos/logs. Revisions are tracked and resent cleanly.

Q: How do we handle VAT rules?

Your VAT codes are applied per line and we let Xero/QuickBooks compute tax totals.

Pull uninvoiced logs, compute totals, generate PDFs, email clients with payment links, and sync to accounts—automatically. Invoices go out the day the work is done.

The bottlenecks that kill cashflow

Missing job sheets & photos

Invoices delayed because evidence is scattered across phones and chats.

Manual totals & VAT mistakes

Re-typing hours/materials into spreadsheets invites errors and disputes.

Slow approvals & chasing POs

Invoices sit in draft waiting for someone to check lines or attach a PO.

How it works

1) Gather uninvoiced items

Pull approved timesheets, materials, and fixed-price jobs from your source (forms, Airtable/DB, FSM).

2) Build the invoice

Group by client/PO, calculate totals & VAT, apply price lists, and fill your template—no retyping.

3) Dispatch & sync

Email PDF from your domain with a payment link. Create the invoice in Xero/QB and mark items “Invoiced.”

Optional: attach a **photo evidence pack** link and send a summary to the contract manager.

What the automation does for you

Line items

Labour (regular/overtime) by job or cost code
Materials & consumables (SKU, qty, unit)
Call-out/travel, disposal, equipment hire

Grouping & numbering

Group by **Client → PO → Site** with section headers
Custom invoice numbering (prefix by client or depot)
Per-line notes and job references

Payments & reminders

Embed **Stripe** card link or start **GoCardless** DD
Auto-chase overdue with polite cadence (Chaser/Xero)
Post back payments to job cost report

Plays nicely with your stack

Xero QuickBooks Stripe GoCardless Google Drive Airtable Slack/Teams

We’ll also mirror your branded invoice template and email wording.

Example: same-day invoicing timeline

16:00 Crew complete job & upload photos → status flips to “Ready to invoice”.
16:10 Automation builds the invoice, attaches evidence link, and emails client.
16:11 Invoice is created in Xero/QB; job items marked “Invoiced”.
16:12 Manager gets a Slack/Teams summary with totals and link.

Want invoices out the day work is done?

We’ll map your data sources and wire the template and sync.

FAQs

Can we add our PO and site sections?

Yes. We group and label however you already present invoices to that client.

What about dispute handling?

We include notes and a link to photos/logs. If lines are rejected, we update and resend—tracked.

How do we handle VAT rules?

We apply your VAT codes per line (labour/materials) and let Xero/QB do the tax math.