The problem
Unpaid survey fees mean either holding a finished report while you chase, or releasing it and chasing afterwards. At 25 surveys a month, if 8 invoices need 2 chasers each at 10 minutes, that is 160 minutes a month of chasing, plus reports sitting finished while the buyer's deadline gets closer.
What the AI does
Xero is accounting software. Its invoicing page says it flags overdue invoices, checks your bank to see which are still outstanding and emails polite reminders on your behalf. It connects to payment providers such as Stripe and GoCardless so clients can pay by card or Direct Debit from a Pay now button on the invoice. You invoice when the survey is booked, due before the report date, and check the overdue list before releasing each report.
A worked example
A sole surveyor in Cheltenham does about 25 surveys a month and invoices by Word document, with about 8 clients a month needing chasing. They move to Xero Grow, connect Stripe for card payments and turn on invoice reminders.
Before
8 invoices a month needing 2 chasers each at 10 minutes: 160 minutes
After
About 2 invoices a month still needing a call at 10 minutes: 20 minutes
What it's worth
About $124£93€111A$179C$175 a month saved, against a $52£39€46A$75C$73 cost. That is 140 minutes, about 2.3 hours a month, valued at $53£40€48A$77C$75 an hour. Grow is $52£39€46A$75C$73 a month plus VAT ($63£47€56A$90C$88 with VAT), with unlimited invoices; Ignite at $24£18€21A$35C$34 is limited to 20 invoices a month, too few here. Card or Direct Debit fees from the payment provider are extra.
How to set it up
- Sign up for Xero Grow and set up your invoice with your logo and payment terms as the default.
- Connect Stripe or GoCardless so invoices carry a Pay now button.
- Invoice each survey when it is booked, with the due date before the report date.
- Turn on automatic payment reminders and check the wording and timing in the settings, as Xero's page doesn't give them.
- Before releasing each report, check the invoice is paid; ring the client if it isn't.
What goes wrong
- Payment provider fees aren't on Xero's page. Check Stripe's or GoCardless's fees before passing them on or absorbing them.
- Ignite is limited to 20 invoices a month, so a busier practice needs Grow at $52£39€46A$75C$73 plus VAT.
- Reminders only chase invoices sent from Xero. A fee quoted by phone and never invoiced won't be chased.
- If you already use Xero, the cost is nil; this is about turning the reminders on.