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INVOICING AND ADMIN
Invoicing and admin automation that starts from the job you already agreed
A useful invoicing path takes the details you already have, from an enquiry, a booking or an accepted quote, and turns them into a document in the accounts tool you already use. The aim is less retyping, not a new finance system.
- Raised from the job you have already agreed
- Connected to the accounts tool you already use
- Quoted to your brief
This is part of our business automation work, scoped from an enquiry. Follow-on website work uses our published packages, from £1,000.
01 / What this is
The invoice should start from the job you have already agreed
By the time you are ready to bill, the name, the service, the date and the amount are often already sitting in an enquiry, a booking or a thread of emails.
Invoicing and admin automation, in this context, is the path from an agreed job to a document in the accounts software you already use, and to a reminder if that document has not been settled. The aim is less retyping and a record that matches what the customer actually ordered.
Recurring work, such as a retainer or a repeat visit, can raise a document on a schedule already agreed with the customer.
02 / When admin starts to lag the work itself
The job is finished, and the paperwork is still catching up
If you barely raise invoices, or if the amounts change on every job, a human process may still be the right one.
Quotes become invoices by copy and paste
The description is retyped, the date is entered twice, and a small mistake in the customer’s details only comes to light when they query the bill.
Reminders depend on a quiet Friday
A polite reminder is easy to postpone when the week fills up, and the customer may already have lost the original email.
Repeat work is billed late, or not in a set pattern
Retainers, monthly visits and other agreed repeat jobs often wait until someone notices they have not been billed.
The accounts tool does not match the original enquiry
When the invoice lives in one product and the job details live in another, even a simple question such as “has this been billed?” takes longer than it should.
03 / What we set up
From the agreed job to the accounts tool you already use
We start from a real job, from first enquiry to payment, and from the software you already rely on, such as Xero, QuickBooks, FreeAgent or another tool that can accept a reliable connection.
A trigger you can point to
The invoice should be raised when something specific has happened: a booking marked complete, a quote marked accepted, or a date in a repeat schedule.
A document in your existing accounts tool
Where the software allows it, the customer details, the line description and the amount should appear in the tool you already use, in the format you already send, including VAT information if you are registered and have provided the correct figures.
Reminders in a tone you have approved
A first reminder and, if you want one, a later reminder can go out after intervals you choose. The wording should sound like you, and it should stop when the document is marked as paid, or when you have asked for a hold.
A simple record of what was sent
You should be able to see that a document went out, when a reminder was sent, and whether a person has stepped in.
04 / How it works
Follow one real job, from enquiry to payment
01
Walk through a job you have already billed
We take a recent piece of work and map every hand-off: how the amount was agreed, where the details were stored, how the invoice was created, and how you knew it had been settled.
02
Agree the trigger, the template and the reminders
You see the wording, the timing and the accounts tool involved, in writing, before we connect anything. If a job type should never be billed automatically, we leave it out.
03
Send a test invoice to yourself
We raise a test document, receive it as the customer would, trigger a reminder, then mark it as paid or cancelled and confirm that the sequence stops.
05 / Limits that matter
This is paperwork, not accountancy advice
We can connect a workflow to the software you already use. We cannot tell you how to treat VAT, what you should claim, or how you should comply with Making Tax Digital. Those questions belong with your accountant or with official guidance such as the government’s overview of Making Tax Digital. This is not tax or legal advice.
Unusual jobs should stay with a person
A credit note, a disputed amount, a job that changed mid-way, or a customer on a payment arrangement should not be forced through the same path as a standard invoice.
Figures have to come from you
We will not invent rates, deposit amounts or VAT treatments to make a template look complete. The descriptions and figures on the document are yours.
Financial details need a short, agreed path
Invoices, bank references and billing details are sensitive. We agree in writing which tools will receive them, and we will not send them to a product you have not approved.
06 / How it fits
Billing is easier when the earlier steps were tidy
An invoice can only be as accurate as the enquiry, the booking or the quote it came from.
After a booking or an accepted quote
When an appointment is marked complete, or a quote is accepted, the same details can become the document you send. See online booking and appointments if the diary is still the weak point, or email and CRM automation if the record itself is in the wrong place.
Without confusing a quote chase with a bill
Following up a quiet quote, and reminding a customer about an invoice, are different messages. They should not share a sequence by accident. Lead follow-up is described separately, and we will keep the two paths distinct if both are in the brief.
On a website and a process you already have
We can connect this to a site we have built, or to a site and accounts tool you already use, where the platforms allow it. If the website needs work first, follow-on website work uses our published packages, from £1,000. A £99 SEO audit is a straightforward way to check the foundations.
07 / Pricing
Quoted to your brief
We do not sell a one-size invoicing package, and we do not publish a fixed price for this work. The scope depends on the trigger, the accounts tool, and whether reminders or repeating bills are part of the path.
If the website itself needs work, those prices are already published: new websites from £1,000, Business multi-page websites from £2,500, optional support from £99 a month, and SEO from £500 a month. Those figures are for the services on our pricing page, not an automation subscription.
Send an enquiry09 / Get started
Show us how a job becomes a bill today
The most useful brief is a recent invoice, and a short note on how you created it: which tool you used, what you retyped, and when you send a reminder. We will tell you whether a connection is realistic, or whether the earlier record-keeping should be tidied first.
- Scoped from your brief
- Connected to the accounts tool you already use
- Tested with a document sent to you first
Want the wider picture first? See all business automation.
Why choose us
Admin that follows the website and the job, not a separate pile of paper
Invoices go wrong when the document is treated as a different project from the enquiry that created it.
See our awards, or start with a £99 SEO audit if you would rather check the site before we look at the paperwork behind it.
Questions
Good to know
Which accounts tools can you connect?
We start from the software you already use, such as Xero, QuickBooks, FreeAgent or another product that can accept a reliable connection. If a tool cannot support the path safely, we will explain the limitation before we start, rather than asking you to change accountant or software for the sake of it.
Can this handle VAT invoices?
If you are VAT registered and you have provided the correct figures and treatment, the document can include that information in the format your accounts tool already uses. We will not invent a VAT treatment, and we are not giving tax advice.
Will it chase late payments automatically?
A first reminder, and if you want one a later reminder, can go out after intervals you choose, in wording you have approved. The sequence should stop when the document is marked as paid, or when you ask for a hold. We will not set up an aggressive chase you have not seen and signed off.
Who approves an invoice before it goes out?
If you want a person to approve the document first, that approval is part of the path. Some businesses are happy for a standard, already-agreed job to raise a document automatically. We write the rule down with you, and unusual jobs stay with a person.
What about credit notes or unusual jobs?
A credit note, a disputed amount, a job that changed mid-way, or a customer on a payment arrangement should not be forced through the same path as a standard invoice. The workflow should make it easy to step in, not difficult to stop.
How does this relate to Making Tax Digital?
You remain responsible for your tax obligations, including Making Tax Digital where it applies. We can connect a workflow to the accounts tool you already use. We cannot tell you how to comply. Official information is on the government’s overview of Making Tax Digital. This is not tax or legal advice.
Can retainers or repeat work be billed on a schedule?
Yes, where you have already agreed that repeat work with the customer, and where the trigger is a clear date or milestone. A person should still be able to hold or adjust a bill when the job was unusual.
How much does invoicing automation cost?
It is quoted to your brief. We do not publish a fixed invoicing package price; the work depends on the trigger, the accounts tool, and whether reminders or repeating bills are included. If the website needs work first, those prices are published: websites from £1,000, support from £99 a month, and SEO from £500 a month.
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Tell us how a finished job becomes an invoice today, and which accounts tool you use. We will come back with a clear plan.