Accounts payable went from 40 hours a week by hand to 2
An Australian B2B software company did all of its accounts payable and receivable by hand in Xero, including turning approved bills into bank payment files. We automated accounts payable end to end, cutting the work from 40 hours a week to 2, then automated its CRM, sales and customer funnel to run daily. Together that saves two full-time roles, about $300k a year.
- Client
- Australian B2B software company serving professional-services firms
- Size
- VC-backed SaaS
- Systems
- Xero, Stripe, Airwallex, HighLevel, Gmail
- Timeline
- 4–6 weeks
Result
- 95% less time on accounts payable, from 40 hours a week to 2, and daily automation of the CRM, sales and customer funnel
- $300k a year in savings, two full-time roles
The trail
-
Source
Bills, receipts and remittances from Gmail, Stripe and Airwallex
-
Definition
Each bill matched to its supplier, approval and payment terms
-
Ledger/P&L
Drafted into Xero and paid through a bank payment file, without retyping
-
Owner/Action
The finance team reviews exceptions only
What was wrong
Every bill and every receipt was handled by hand in Xero. Approved bills were drafted in Xero and then retyped into bank payment (ABA) files, and receipts were matched one by one. It took about 40 hours a week, and the CRM and sales funnel were kept up to date by hand as well.
What we built
Bills are read from the inbox, matched and drafted into Xero, and approved bills are turned into bank payment files automatically. Receipts from Stripe and Airwallex are matched to open invoices. The team now spends about 2 hours a week on the exceptions.
We then connected the CRM, sales pipeline and customer funnel so that they update themselves every day. Across finance and sales, that is two full-time roles saved, about $300k a year.