You send the invoices after hours and dread the “just checking in on payment” email.
You build invoices by hand from emails and spreadsheets and track due dates in an aging report.
Receivables are the biggest number on the balance sheet and the least predictable.
Agencies, contractors, IT services, wholesalers — and firms billing on behalf of their clients.
Numbers from the latest late-payments and invoice-processing studies — manual work is the main internal reason invoices are paid late.
of US small businesses have invoices overdue by 30+ days, up from 47% a year earlier.
Intuit QuickBooks, Small Business Late Payments Report 2026 ↗in unpaid invoices sits on the books of the average small business.
Intuit QuickBooks, Small Business Late Payments Report 2026 ↗of US B2B credit sales are paid late, and 5% of long-overdue invoices are written off as bad debt.
Atradius Payment Practices Barometer, North America 2025 ↗of businesses have no fully automated payment process; manual work is the main internal cause of delays.
Intuit QuickBooks, Small Business Late Payments Report 2026 ↗average cost to process one invoice, against $2.36 at the best teams (Ardent Partners).
average processing time for a PO invoice, against 1.4 days at the best teams (Ardent Partners).
Put your monthly volume into the calculator and see hours and dollars.
Automated invoicing replaces the manual path from a finished job to money in the bank — tell accounting the work is done, build the invoice, send it, watch the due date, write the reminders, match the payment, update the aging report — with a workflow that does the routine steps on its own. In most small finance teams the delay is not the customer; it is the days between the job and the invoice and the reminders nobody has time to write, which is why most small businesses now carry invoices more than thirty days overdue.
We build accounts receivable automation around the tools you already use rather than a new platform. A closed deal, a finished job or a retainer schedule starts the run: the invoice is created in QuickBooks Online, Xero or Stripe with a pay-online link and sent from your address. Reminders go out before and after the due date, each written by a language model for that customer. Replies are classified, payments from the bank feed are matched and posted, and anything disputed or seriously overdue goes to a person with the whole history.
Automated invoices go out the day the work is done, reminders are consistent and polite, and cash application stops being a month-end chore. AR automation shortens the time to payment and gives you a daily picture of what is coming in — while discounts, write-offs and the call to a key customer stay with you.
The run path of one invoice. Each invoice travels it on its own; anything unusual, disputed or seriously overdue stops and goes to a person.
A closed deal in HubSpot or Salesforce, a finished job in your time tracker, or a monthly retainer schedule starts a run.
Reads line items, rates, PO number and payment terms from the CRM, the project tool or your price list.
Invoices that match the contract and the price list go straight on; unusual amounts, new customers or missing POs stop for a check.
Creates the invoice in QuickBooks Online, Xero or Stripe with a pay-online link — card or ACH — and emails it from your address.
Three days before the due date, on the day, then +7, +14 and +30 — each with a different tone, in your name, from your mailbox.
A language model adapts each reminder to the customer, the amount and the history — no generic dunning text.
Classifies answers — “paid”, “dispute”, “send a copy”, “need more time” — and routes each to the right next step.
Bank feed via Plaid or your bank: payments matched to invoices by amount, reference and customer; partial and bundled payments handled by rules plus the model.
Records the payment against the invoice in QuickBooks or Xero and stops the reminders.
Creates a task for the account manager in Slack or the CRM with the full history; at 60+ days flags for service pause or collections — a decision a person makes.
Disputed invoices are tagged, reminders paused and the thread handed to sales and finance together.
Aging report, expected receipts this week and the list of customers to call, posted every morning.
Typical minutes per invoice for a small finance team. Your own numbers go into the calculator below.
Based on 19 min by hand and 1.5 min with the flow per item, from the table above.
The flow bills, reminds, matches and reports. People keep every decision about a customer relationship and about money owed.
A disputed invoice pauses the reminders and goes to sales and finance together.
Any change to what is owed is a human decision.
Serious delays at important accounts get a call from a person, not a fifth email.
Payment terms for new customers are approved by you before the first invoice.
Amounts outside the contract or price list are checked before they are sent.
The flow flags the account; the decision stays with you.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from Intuit QuickBooks’ Small Business Late Payments Report 2026, Atradius’ Payment Practices Barometer and Tesorio customer data on DSO after accounts receivable automation.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Yes. A closed deal in HubSpot or Salesforce, a finished job in your project tool or a retainer schedule starts the run, and the invoice is created in QuickBooks Online, Xero or Stripe with the line items and terms from the record. Unusual invoices stop for a check first.
The reminders go out in your name, from your mailbox, on a schedule you set, and a language model writes each one for that customer and that history. Disputes pause the sequence immediately, and serious delays at key accounts go to a person for a call.
It works with what you have. The flow creates invoices and posts payments through the QuickBooks Online and Xero APIs; NetSuite, FreshBooks, Zoho Invoice and Stripe are supported too. Your chart of accounts and numbering stay the same.
Yes. The bank feed arrives via Plaid or your bank, and payments are matched by amount, reference and customer. Partial and bundled payments are handled by rules plus the model; anything still unclear is listed for a bookkeeper rather than guessed.
Invoices are built from the contract and price list, and anything that differs is held for a person before sending. Every invoice links back to its source record, so a mistake is traced and corrected in minutes — and the first weeks run with a review step on every invoice.
Access is through official APIs with the narrowest scopes needed: create invoices, read payments, post receipts. The bank feed is read-only. The flow runs on your server or in your cloud account, and every action is logged.
Faster invoicing and consistent reminders shorten the time to payment; vendor customer data shows DSO falling by weeks. Put your invoice count into the calculator above — at a few hundred invoices a month the time alone usually pays for the project, and at low volumes a simple tool may be enough.
Describe it in two sentences — we reply within a day with a workflow sketch.
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