The problem
Coaches who run after-school clubs and PE cover invoice several schools each month, and school finance offices pay slowly. Typing invoices in a document and chasing them by email can take 4 hours a month, and a late payment from one school can leave a sole trader short for weeks.
What the AI does
Xero is online accounting software. Its UK pricing page lists Ignite at $24£18€21A$35C$34 a month plus VAT, with quotes, up to 20 invoices a month and online invoice payments, and 90% off for the first 6 months for new customers. Xero's invoicing page says repeating invoices go out automatically on the schedule you choose and that automated reminders chase overdue invoices for you; the pricing page doesn't say which plans include them, so check them on Ignite before relying on them. Set up a repeating invoice for each school with its purchase order number, turn on reminders, and add a Pay now button through Stripe or GoCardless if schools can use it.
A worked example
A self-employed multi-sports coach in Bristol runs after-school clubs at 6 primary schools and covers PE at 2 more, sending about 8 invoices a month. They move invoicing from a Word template into Xero Ignite.
Before
About 4 hours a month typing invoices and chasing late payers
After
Repeating invoices and automatic reminders; about 1 hour a month checking payments
What it's worth
About $100£75€89A$144C$141 a month in time saved: 3 hours a month at an assumed $33£25€30A$48C$47 an hour. Xero Ignite is $24£18€21A$35C$34 a month plus VAT, or about $3£2€2A$4C$4 a month for the first 6 months with the new-customer discount.
How to set it up
- Sign up for Xero Ignite and add each school as a contact with its finance office email and any purchase order number.
- Create a repeating invoice for each school's club or cover arrangement, with the dates and number of sessions.
- Turn on invoice reminders and set the wording in the settings to be short and polite.
- Connect Stripe or GoCardless if schools can pay online, and add your bank details for those who can't.
- Match payments against invoices each week in Xero and phone any school more than a month late.
What goes wrong
- Ignite allows 20 invoices a month. A coach with more schools or many one-off invoices will need Grow at $52£39€46A$75C$73 a month.
- Schools often need a purchase order number on the invoice before they'll pay. Get it before the first invoice, or reminders won't help.
- Repeating invoices keep going out when a club stops or a term is shorter. Check them at the start of each term.
- The 90% discount lasts 6 months; after that the full $24£18€21A$35C$34 a month plus VAT applies.