Invoicing and Admin That Runs Itself
AI agents that raise invoices, chase overdue payments politely, reconcile paperwork, and keep Xero tidy, so GST time stops being a scramble.
Sound Familiar?
The same problems come up again and again in New Zealand small businesses.
Invoicing happens at 9pm, or not at all
Work gets done, but invoices go out days or weeks later because they are always the job after the job. Late invoices mean late cash.
Chasing payment feels awkward
Nobody enjoys sending the third reminder to a customer they know personally. So overdue invoices sit there, and cashflow suffers for it.
GST time is a two-day scramble
Receipts in the glovebox, invoices in three places, and a bookkeeper asking questions you cannot answer quickly. Every second month, the same panic.
Data entry twice, three times over
The same job details get typed into quotes, job sheets, invoices, and Xero. Each retype is time lost and a chance to get it wrong.
What the AI Agent Does
Built around your business, not a one-size-fits-all product.
Raises invoices from completed work
When a job is marked done, the invoice is drafted from the quote or job details and sent for your one-click approval, or fully automatically if you prefer.
Chases overdue payments, politely
Friendly, well-timed reminders in your tone of voice, escalating gently. You stay out of the awkward conversation until it genuinely needs you.
Files receipts and reconciles as you go
Forward a receipt by email or photo and it is coded, filed, and matched in Xero. GST time becomes a review, not an archaeology dig.
Keeps your systems in sync
Quote details flow into job records, invoices, and Xero without retyping. One source of truth, entered once.
How It Works
A steady, low-risk path from first chat to an agent you trust.
- 1
Discovery call
A free 30-minute look at how work currently flows from job to invoice to payment, and where the hours go.
- 2
Map and connect
We connect Xero and your other tools, and agree exactly what the agent may do alone and what needs your approval.
- 3
Run alongside you
For the first weeks every action is visible and reversible. You tighten or loosen the reins as trust builds.
- 4
Ongoing care
We monitor the automation, adapt it when your processes change, and you get a monthly summary of invoices sent, payments chased, and hours saved.
A two-van plumbing company in the Waikato
The owner spent Sunday evenings writing up the week's invoices, and overdue payments were chased only when cashflow got tight. Average time from job done to invoice sent: 9 days.
Job sheets now trigger draft invoices the same day, the owner approves them from a phone in under a minute, and reminders go out automatically at 7, 14, and 21 days with a personal tone.
Invoices go out the day the job is done, average payment time dropped by more than two weeks, and Sunday evenings belong to the family again.
Illustrative example based on typical results. Your numbers depend on your business, which is exactly what the discovery call works out.
What It Costs
Honest, indicative numbers so you can decide whether the conversation is worth having. No pressure, no hidden extras.
- Discovery and process mapping
- Xero connection and automation build
- Approval rules set to your comfort level
- Polite payment reminder sequences in your voice
- First month of supervised running
Covers hosting, monitoring, AI usage, updates when your business changes, and a real person to call when you need one.
What moves the price:- How many systems need connecting (Xero, job management, email)
- Invoice volume and complexity
- How much you want automated versus approved by you
Indicative ranges, excluding GST. A free discovery call gets you a fixed quote based on your actual workflow.
Common Questions
Can't Copilot or ChatGPT do this already?
With the right licences and someone to build it, parts of this are possible on Copilot Studio too, and that is the catch: someone has to map your invoicing workflow, build the agent, test it against real data, and maintain it. We do that work and stay responsible for it. You buy a working outcome, not a platform subscription and a project.
Does it work with Xero?
Yes. Xero is where most NZ small businesses keep their books, and the agent works through Xero's official API, so your accountant sees clean, ordinary records. MYOB and other systems work too.
Can it send invoices without me checking them?
Only if you want it to. The sensible starting point is approve-before-send, moving routine invoices to fully automatic once you trust the output. You set the rules and can change them any time.
Will payment reminders annoy my customers?
The reminders are written in your tone, spaced sensibly, and stop the moment payment lands. Most customers pay faster simply because they are reminded at all, and the awkwardness of chasing disappears for you.
What does my accountant or bookkeeper think of this?
They usually love it, because the records arriving at GST and year-end time are complete and consistently coded. We are happy to walk your accountant through the setup.
Ready to Put AI Agents to Work?
Tell us about your business and we'll show you how AI agents can save you time, money, and headaches.
Get in Touch
Phone
+64 204 105 1820What We Can Help With
Our Promise
We believe great technology should be accessible to everyone, not just the tech-savvy: