The situation

An 8-person trade services business was losing time and cash flow to a completely manual billing process. When a job wrapped up, someone had to remember to invoice — and that someone was already busy with the next job. Invoices were going out 5–10 days late on average. At 30-day payment terms, cash was regularly sitting uncollected for over five weeks. The owner was spending Monday mornings chasing payments that should have been paid already.

What we built

We built a trigger-based workflow that fires the moment a job is marked complete in their job management system. The invoice is generated from the job data, formatted to their template, and sent to the client automatically. The data is simultaneously synced to their accounting software — no re-entry. Payment reminders trigger automatically at 7 and 14 days overdue. If a payment hits 21 days, someone on the team is notified to follow up directly.

Results

• Invoices go out same-day, regardless of who is in the office or how busy the week is
• Average payment cycle reduced from 28 days to 16 days within 90 days of go-live
• 12 hours per week recovered from billing admin, chasing, and manual data entry
• Cash flow improved immediately — no process changes required from the team