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How it works

How InvoiceGrid manages your invoices.

Keep raising invoices in Xero. InvoiceGrid brings new ones in automatically and manages the work through to payment: checks, follow-up, customer answers and notes in Xero. You get on with growing the business and step in for the decisions.

On your screen

Connect Xero once. New invoices follow automatically.

Your invoices and customers come across from Xero, including new invoices as you raise them. Keep making changes in Xero; InvoiceGrid keeps up. It adds notes without editing your invoices.

On your screen

Set the tone and limits for your customers.

Start with timing and wording suited to your business. Adjust them within the contact limits, and choose what needs your approval. InvoiceGrid follows those rules as the work changes.

Trades and wholesaleProfessional services
On your screen

InvoiceGrid checks your invoices before you open the list.

InvoiceGrid checks for payments in Xero, keeps up with due dates and customer answers, and works out what needs attention. Prepared follow-ups and decisions arrive with the context.

Here, you're reviewing reminders before they go. Read the draft, change a word or approve it, with a minute to undo. You choose when routine follow-up may go within your rules.

The InvoiceGrid Today list for Brightside Medical Cleaning shows 38 reminders ready to approve and 5 invoices that need a person. A reminder to Mai at Bay St Medical Centre is open: the amount, due date and invoice number are marked as coming from Xero, and the friendly sentences as written for you. Two words are added, the 38 reminders are approved together, and a message confirms they are approved, with a minute to undo.
On your customer's phone

Customers can pay or answer from the invoice.

An invoice gives your customer a way to pay, choose a date or tell you what's holding it up. Their answer stays with the invoice. There's no login and no app.

Illustrative example

North Quay Restaurant buys from Tablelands Organic Meats. Tom chose Friday 19 February to pay, giving the wholesaler a date to work with, without another call.

Tom, the owner of North Quay Restaurant, opens Tablelands Organic Meats's invoice INV-0063 for A$420.00, taps “I’ll pay on a date” and chooses Friday 19 February. The page confirms that Tablelands Organic Meats has the date and that he will be reminded on the day.

A customer's answer can explain a late payment.

Cash timing, a payment process or a question can hold an invoice up. The invoice page gives customers a way to tell you.

42%The customer's cash flow is tight for a whileThey can pick a date to pay, giving you a date to work with.
36%The customer's own payment processThey can send it to the person who pays, or ask for a copy with their order number.
27%A dispute or a problem with the invoiceThey can raise the problem from the invoice. A dispute pauses reminders and comes to you for a decision.

Share of surveyed businesses citing each reason; multiple answers were allowed. Atradius Payment Practices Barometer, Australia, 2025. What the survey covers.

On your screen

Customer answers reach your list and Xero.

Mai at Bay St Medical Centre says she's paid Brightside Medical Cleaning. Her answer reaches the supplier's list, reminders pause, and Xero gets a note.

A reported payment is kept separate from a confirmed one. When the full payment is matched in Xero, InvoiceGrid stops the follow-up. You don't have to keep two sets of invoice notes.

Brightside Medical Cleaning's invoice INV-0042 for Bay St Medical Centre in InvoiceGrid. A message arrives: Mai Tran says she paid on Monday 8 February, reference 8841. The next reminder changes to paused, and a note with the same details is added to the invoice in Brightside Medical Cleaning's Xero account.
On your screen

Invoices that need a person come to you.

A question, a failed delivery or an invoice still unpaid after the last reminder needs judgement. InvoiceGrid brings you the history and a suggested next step. You decide how to handle the customer.

Needs you · 2

Studio Park Medical CentreAsked about the hours on INV-0049. A suggested reply is ready.Reply
Banksia Medical CentreINV-0031 is 36 days overdue, after the last reminder. Suggested: call.Decide

Follow-up changes when the invoice's situation changes.

The default timing is below. A customer's answer or a payment changes what happens next; a dispute pauses reminders. You can soften or shorten the sequence, but not contact customers more often.

  1. 3 days beforeA courtesy note, only if they haven't opened the invoice.
  2. On the dayA reminder with the ways to pay.
  3. 3 days afterA friendly follow-up.
  4. 10 days afterA second follow-up that asks if anything's wrong.
  5. 21 days afterThe last reminder, from you by name.
  6. After thatThe invoice comes to your list for a decision.

AI writes the words. Rules and people decide.

Financial facts come from your records, never from AI. InvoiceGrid checks each message against the invoice and your rules before it can go. You keep control of the decisions.

Hi Mai, I hope the week's going well. Invoice INV-0042 for A$1,240.00 was due on Fri 29 Jan. You can pay, pick a date or tell us it's sorted from the link below. Thanks, Sam

From Xero, never changed by AIWritten for youChecked against Xero before sending

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