Automated invoicing and collection – Case Study

automated invoicing and collection

Visit Shifnal Limited is a new start up advertising website, promoting business, local events in or within commuting distance of Shifnal and Community Clubs. Members pay a monthly subscription based on the package they want from Visit Shifnal Limited.

Key issues:

As keen directors of technology the directors wanted a process that would automate the collection of subscription as far as possible, saving time for both Visit Shifnal Limited and it’s members.

How we implemented automated invoicing and collection

Our solution

Our recommendation was to use Xero with Go Cardless integration, to automate the monthly billing and payment process. When comparing Go Cardless charges with the cost of the time that would be involved with managing this process it was an easy decision for the business owners to implement it.

Once set up each month:

  • Xero automatically e-mails the invoice to the customer

  • the payment is collected by Go Cardless

  • the invoice is automatically marked as paid in Xero

  • Go Cardless transfers the funds to the clients bank account after deducting their fees

If any of the payments can’t be collected Go Cardless will e-mail the client to inform them. Other than the initial set up this is the only part of the process that requires manual input, the collection process is seamless.

As a result:

The client is now saving time that would have been spent on managing the invoice process more productively.

Client’s commentary

“Using Go Cardless as a payment method once it is set up, enables us to spend our time more effectively growing Visit Shifnal but more importantly supporting the businesses that advertise on our website. We are trying to promote literally every sort of business from someone working from home to the largest type of business here in or that serves Shifnal and wanted to practice what we preach from the start by making sure there were no unnecessary meetings or phone calls raising invoices and chasing payments.

We have already had many comments about how we have positively impacted our customers businesses because we are easy to work and deal with.”

Jo & Richard Carless – Visit Shifnal Limited

Carries feedback:

What I love about the Xero and Go Cardless integration is that the technology works. It is simple to set up and cost effective. We use it in the practice as it just takes the pain out of the invoicing and payment process, clients also tend to prefer it as they clearly understand what their monthly fees are and they aren’t hit with a huge accountancy bill once a year..

As a Go Cardless adviser we can offer a three month free trial for businesses and clubs. Please contact us for more details.

Carrie Stokes Chartered Accountant

Carrie Stokes Chartered Accountant

I work with directors of limited companies in Shropshire, Staffordshire and the West Midlands giving them a clear and up to date financial picture of their business that they understand. Looking at the numbers, what they mean and how they can be improved to grow their business.

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