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Account customer invoicing for taxi firms with Xero

Monthly invoices to schools, care homes and businesses from Xero, with repeating invoices and automatic overdue reminders. From $52£39€46A$75C$73 a month plus VAT.

At a glance

  • What it costs$52£39€46A$75C$73 a month

  • Worth, in extra profit or time saved in the worked example$120£90€107A$173C$169 a month

  • Pays for itselfIn about two weeks

  • Connecting two tools or some setup timeSome setup needed

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Account work from schools, care homes, hotels and local businesses is steady, but it's billed monthly and paid late. A firm with 15 account customers spends about 8 hours a month typing invoices from job sheets and 3 hours chasing, and has thousands of pounds of fares sitting unpaid at any time.

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 contracts, such as a school run at an agreed monthly price. For the rest, build each customer's monthly invoice from your dispatch system's job report, listing each journey with date, time and passenger reference. You phone only the accounts that ignore the reminders.

A worked example

A 12-car firm in Carlisle has 15 account customers, including two school contracts at a fixed monthly price. They move billing to Xero Grow: repeating invoices for the school contracts, monthly invoices from the dispatch job report for the rest, and reminders on.

Before

About 8 hours a month invoicing and 3 hours chasing

After

About 4 hours invoicing and 1 hour chasing

What it's worth

About $120£90€107A$173C$169 a month in office time: 6 hours saved at an assumed $20£15€18A$29C$28 an hour, against $52£39€46A$75C$73 a month plus VAT for Xero Grow, with account money arriving sooner.

How to set it up

  1. Choose Xero Grow ($52£39€46A$75C$73 a month plus VAT); Ignite is limited to 20 invoices a month.
  2. Add each account customer with their payment terms and their accounts email address.
  3. Set repeating invoices for fixed-price contracts.
  4. Each month, build the other invoices from your dispatch job report, one line per journey.
  5. Switch on automated reminders, edit the wording, and connect a payment provider for the Pay now button.

What goes wrong

  • A disputed journey can hold up a whole invoice. Include date, time, pickup and passenger reference for each line.
  • Some schools and councils need a purchase order number on every invoice. Add it, or the invoice sits unpaid.
  • 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.

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Last updated October 17, 2026.