The problem
Prep valeting for car dealers pays steadily but slowly: a month of cars on one invoice, then weeks of waiting. A valeting business with 4 trade accounts billing $3,990£3,000€3,570A$5,760C$5,640 a month spends about 2 hours typing invoices into a template and 2 hours chasing by text and phone, and a late $1,330£1,000€1,190A$1,920C$1,880 invoice means buying products out of its own pocket.
What the AI does
Xero sends invoices that can carry a Pay now button, flags invoices the moment they're overdue and emails polite reminders for you. Repeating invoices go out on a schedule for fixed work, such as a weekly showroom wash. List each dealer's cars by registration and date as you do them, invoice from Xero, and let the reminders chase. You phone only the accounts that ignore them.
A worked example
A two-person valeting business in Coventry prepares cars for 4 dealers and cleans a small van fleet, sending about 25 invoices a month worth $3,990£3,000€3,570A$5,760C$5,640 in total. They move invoicing to Xero Grow, with a repeating invoice for the fleet contract and reminders switched on.
Before
About 2 hours typing invoices and 2 hours chasing each month
After
About 1 hour a month in all, mostly on the calls that remain
What it's worth
About $100£75€89A$144C$141 a month in time: 3 hours saved at an assumed $33£25€30A$48C$47 an hour, against $52£39€46A$75C$73 a month plus VAT for Xero Grow, with dealer money arriving sooner as well.
How to set it up
- Choose Xero Grow ($52£39€46A$75C$73 a month plus VAT); Ignite at $24£18€21A$35C$34 is limited to 20 invoices a month.
- Add each trade customer with their payment terms and their accounts email address.
- Set a repeating invoice for fixed contracts, and raise a weekly or monthly invoice listing each dealer car by registration and date.
- Switch on automated reminders and edit the wording so it sounds like you.
- Connect a payment provider so dealers can pay by card or bank from the invoice.
What goes wrong
- Reminders go to whatever email is on the contact. Use the dealer's accounts address, not the sales manager's.
- A dealer disputing one car can hold up the whole invoice. Listing each car by registration and date makes disputes quick to settle.
- Xero's new-customer discount lasts 6 months; after that Grow is $52£39€46A$75C$73 a month plus VAT. Payment providers charge their own fees.