The problem
Gigs booked through entertainment agencies and corporate clients are often paid on 30-day terms or later, and someone in the band has to chase them while paying deps on the night. A band leader with 8 invoiced gigs a month, 4 of them paid late, spends about 45 minutes chasing each through emails and accounts departments: 3 hours a month.
What the AI does
Xero is accounting software. Its invoicing page says it flags overdue invoices the moment they slip past their due date, sends automated reminders that chase payments for you, and lets customers pay by card or Direct Debit from a Pay now button through providers such as Stripe and GoCardless. Raise every invoice the morning after the gig with the agency's booking reference, turn on reminders, and phone only those still unpaid after the reminders. Ignite allows 20 invoices a month, enough for most bands.
A worked example
A 5-piece covers band in Glasgow invoices about 8 agency and corporate gigs a month at around $1,596£1,200€1,428A$2,304C$2,256. The leader raises invoices in Xero Ignite the morning after each gig, with reminders on.
Before
About 4 late payers a month at 45 minutes of chasing each: 180 minutes a month
After
Reminders go automatically; about 1 late payer a month still needs chasing: 45 minutes
What it's worth
About $74£56€67A$108C$105 a month saved, against $24£18€21A$35C$34 for Xero Ignite, excluding VAT. That's 2.25 hours (180 minus 45 minutes) at an assumed $33£25€30A$48C$47 an hour; 3 fewer late payers a month is an assumption. New UK customers can get 90% off for the first 6 months. Getting paid before the deps' fees are due isn't counted.
How to set it up
- Set up Xero Ignite and add each agency and corporate client with their accounts email, not just the booker's.
- Turn on invoice reminders and read the wording a client receives; keep it short and polite.
- Connect a payment provider such as Stripe or GoCardless so invoices carry a Pay now button, and check its fees.
- Raise each invoice the morning after the gig with the agency's booking reference and due date.
- Once a week, phone anyone still unpaid after the reminders.
What goes wrong
- Ignite allows only 20 invoices a month; a busy December may need Grow at $52£39€46A$75C$73.
- Xero's page doesn't say how far you can change reminder timing or wording, so check the settings.
- Agencies' own terms decide when they pay. Set due dates to match the booking contract, or reminders will go out early and annoy them.
- The 90% discount lasts 6 months. Budget for the full $24£18€21A$35C$34 a month after that.