Get Paid

Quotes followed up, invoices sent, overdue money chased

Quotes that haven’t been accepted get followed up. Finished jobs become Xero invoices without retyping. Overdue invoices get reminders that get firmer as they age. It all stops the moment the customer accepts or pays.

Works with

ServiceM8
Fergus
Simpro
Xero
Cin7
Unleashed

Get a 90-second demo → What it costs

The problem

Money gets left on the table between the job and the bank

Quotes go out and nobody follows them up. Some of those customers were ready to say yes and just needed a nudge.

Finished jobs wait for someone to check the job sheet and raise the invoice in Xero, often at the end of the week.

Then on Friday afternoon someone goes through the overdue list and chases invoices by hand, one awkward email or phone call at a time. When it gets busy, the chasing stops.

How it works

What happens, step by step

Three short sequences that run on their own. Each one stops the moment the customer accepts or pays.

Plain rules fixed steps, no AIAI used here reads or drafts textYou approve nothing goes out until you say so

Quotes

1

Trigger

A quote is sent

In ServiceM8, Fergus or Simpro, as you do now.
2

Plain rules

Follow-ups on a schedule

For example at 3, 7 and 14 days if it hasn’t been accepted. Your wording, your timing.
3

Plain rules

Stops when they answer

Accepted or declined, the follow-ups stop straight away.
4

Result

Still no answer?

It goes on your list to ring, or to close off.

Invoices

1

Trigger

A job is marked complete

In your job system, by the tech or the office.
2

Plain rules

A Xero invoice is drafted

With the customer, job lines and materials carried across. If your job system already sends invoices to Xero, we use that and don’t rebuild it.
3

You approve

You approve it

Check the draft in Xero and approve it, or set it to go out on its own once you trust it.
4

Result

Invoiced the same day

Not at the end of the week.

Overdue

1

Trigger

An invoice passes its due date

Checked against Xero every day.
2

Plain rules

Reminders that get firmer

For example at 7, 14 and 30 days overdue, each one a little firmer, in wording you set.
3

AI used here

Replies are read (optional)

If you want it, AI reads replies like “paid yesterday” or “I’m not happy with the job” and pauses the reminders so you see it first.
4

Result

Paid, or on your list

Paid in Xero and it stops. Still unpaid after the last reminder, it lands on your list with the history.

What you count

A number you can check yourself

Two numbers, taken from Xero before the build and again 30 days after it goes live. Both go to you in writing.

Days to payment

The average number of days from a job being finished to the money landing.

Dollars overdue

The total owed to you past its due date, and how old it is.

We don’t promise a figure in advance. We measure yours, before and after, and give you both.

Plain about AI

Where AI is used, and where it isn’t

AI is only used where the input is messy or where wording needs drafting. Everything else is fixed rules that do the same thing every time.

AI is used for

Optional: reading customer replies to reminders, so a dispute or “already paid” pauses the sequence
Optional: drafting a personal note on an older quote, for you to check before it goes

Plain rules handle

Deciding when follow-ups and reminders go out. That’s a schedule you set
The wording of reminders. You write or approve it once
Creating invoices from finished jobs
Checking whether a quote was accepted or an invoice was paid
Ringing customers. That stays with you

Most of this flow is plain rules. It works with no AI at all, and that’s how we usually start.

Works with

The software it connects

ServiceM8

Quotes and completed jobs read through ServiceM8’s API.

Fergus

Quotes and completed jobs read through Fergus’s open API.

Simpro

Quotes and completed jobs read through Simpro’s API.

Xero

Invoices drafted and payment status checked through Xero’s API. Xero has basic invoice reminders built in. If they’re enough for you, we’ll say so.

Cin7 or Unleashed

For product businesses: sales orders into Xero invoices, and overdue trade accounts chased the same way.

On Tradify? Tradify has no public API, so we can’t connect to it directly. Builds are limited to your inbox and Xero. We’ll tell you on the intro call whether that’s worth doing.

What it costs

One fixed price, then your choice

All prices are in NZ dollars, + GST. Never billed by the hour.

Flow Sprint

$3,000+ GST, fixed

Week one: scope and access. Week two: the build, in your accounts
Live within 14 days of kickoff, or half the fee back
Monitoring and alerts, and a runbook
30 days of tuning after it goes live

How a sprint works →

Flow Care, optional

$300/month + GST

Monitoring, and fixes when a vendor or AI model changes
A monthly results report in your own numbers
Month to month, 30 days’ notice
Or run it yourself with the runbook

About Flow Care →

Running costs

Paid by you, at cost

Running costs are usually an automation tool plan (Make, n8n or Zapier) of under about $30 a month. If you use the optional reply reading, add a few dollars of AI. You get the figures before you agree.

Tools run in your own accounts and are billed to you directly. No markup.

Founding rate: the first three customers get a Flow Sprint for $2,200 + GST, in return for a before-and-after measurement, a named case study and one introduction. How it works.

Ask for a 90-second demo of this flow on your own form

A short screen recording of Get Paid running, set up with your business name and your own website form. Free, and no call needed.

Ask for a demo →

Questions people ask

Who writes the reminder emails?

You do, or we draft them and you approve them. They go out in your name, from your email or from Xero, and say what you want them to say.

Can I stop it for one customer?

Yes. Mark a customer or an invoice to skip and the reminders leave it alone. Good customers who always pay late don’t need a firm letter.

Doesn’t Xero already send reminders?

Xero has basic invoice reminders. If they do the job for you, use them and save the money. This flow adds quote follow-ups, invoices from finished jobs, firmer wording as debts age, pausing on a reply, and a list for you at the end.

Will customers get a reminder after they’ve paid?

The flow checks Xero before every reminder, so a paid invoice stops it. A payment made today but not yet in Xero can still slip through, so the first reminder is worded gently.

We use Tradify. Can this work?

Partly. Tradify has no public API, so we can’t read quotes from it directly. The overdue invoice side works from Xero alone. We’ll tell you if that’s worth paying for.

Can I see it working first?

Yes. Ask for a demo and we’ll send a 90-second recording of the flow running with your business name and wording. It’s free.