Why it matters
ServiceM8, Fergus and Simpro all connect to Xero. The gaps are in between: jobs marked complete but never invoiced, materials not added, invoices raised days late because the paperwork piled up. Those gaps are where money goes missing.
It also keeps your numbers current. When every job lands in Xero the day it is done, the month’s figures are real while there is still time to act on them.
How it works
- Your team finishes the job and marks it complete in the job system, as they already do.
- The flow checks the job has its time and materials, and raises the invoice in Xero.
- Anything incomplete, like missing materials or no customer email, goes on a short list for the office.
- A daily check catches any completed job that still has no invoice.
Where AI is used, and where it isn’t
- AI: None in the core flow. Raising invoices is a job for fixed rules, not guesswork.
- Plain rules: Which jobs get invoiced, the account codes, the checks for missing items and the daily list of unbilled jobs.
You approve anything a customer sees before the flow goes live, and the flow runs in your own accounts.
What changes day to day
Nothing changes on site. Back at the office, the evening job goes from retyping jobs to glancing at a short list of the few that need a fix. The first week is the slow one, while item and account codes are lined up between the two systems.
This is for you if
- Invoices go out days after the job because the admin piles up.
- You have found jobs that were done but never billed.
- Someone retypes job details into Xero of an evening.
Worth knowing
- Invoices are only as tidy as the job sheets. If materials are logged loosely on site, that carries through.
- Item and account codes need lining up once, up front. After that it looks after itself.
- If your job system’s own Xero connection already does what you need, we say so and you keep your money.
This is an illustrative example. It describes a flow we would build, not a client’s results. If you go ahead, we measure your own before and after.