Get Paid: the guide

• Small New Zealand and Australian businesses that invoice from Xero
• Owners and office managers who chase overdue invoices themselves

Invoices go out late, chasing is awkward and easy to forget, and the person who already paid gets the reminder.

• An invoice drafted in Xero from one sentence, ready for you to check
• Every invoice sent with Pay now by card and your bank account
• One polite statement per customer on their own plan, never a stack of emails
• Checks Xero right before every reminder, so nobody who has paid is chased, and tells you the moment a payment lands
• Reads the replies: a promise pauses chasing, a dispute comes to you
• Two of Xero users' most requested features: a month-end statement of everything each customer owes, and late fees your terms of trade allow

Drafts invoices

Say what to invoice in a sentence, or start from one of the customers you invoiced last. The lines, account, GST and due date come from the customer's last invoice and your terms.

Sends them in your name

Each invoice goes by email with Xero's PDF, a Pay now link for paying by card, and your bank account and reference.

Chases on a plan

Gentle, Standard, Firm or Don't chase for each customer, suggested from how they've paid you. Every overdue invoice for a customer goes in one statement.

Reads the replies

A promise pauses chasing until the day after, "it's paid" waits for Xero, and a question gets an answer drafted for you. A dispute or money worries stop the chasing and come to you, and stay under Needs you until you sort them, even if you close them without replying.

Tells you when you're paid

Xero tells Get Paid the moment an invoice changes. A paid invoice drops out of chasing and you get a note.

Month-end statements

One of the features Xero users have asked for most. On the last working day of the month, or the first of the next, each customer gets one statement of everything they owe, due or not, with Pay now on every invoice. They wait for you, and Send all sends them together.

Late fees your terms allow

Also one of Xero users' most requested. If your terms of trade charge interest or a late fee, it works them out at month end for the customers you mark as businesses that agreed to your terms, and drafts a new invoice for you to approve. Never for people buying for themselves.

Reports

What you invoiced and what came in, how fast customers pay against the period before, what's overdue by age, and what was paid within 14 days of a reminder.

1. 1

   It learns from the past year

   Connecting Xero reads a year of invoices and payments: your terms, each customer's usual days to pay, and whether they pay by card.

2. 2

   You say what to invoice

   One sentence becomes a draft invoice, with anything it wasn't sure of marked for you to check.

3. 3

   You approve it

   Approve and send creates the invoice in Xero, numbered by Xero, and emails it. Save as draft in Xero is the other choice.

4. 4

   It watches Xero

   Paid in full stops chasing and sends you a note. Part paid, and the next reminder asks for what is left.

5. 5

   It prepares reminders

   On each step of the customer's plan, one statement for everything they owe, on working days, in your sending hours, never on a public holiday.

6. 6

   It reads the replies

   Each reply is sorted, copied to your inbox, and put on the invoice's timeline. Anything that needs a person waits under Needs you.

7. 7

   Over to you

   After the plan's last step it stops and suggests a call, with the customer's number from Xero to tap. Its reminders never threaten, add fees or mention debt collection.

1. 1

   Xero

   Connect Xero, or use the connection Invoice Entry made, and see what it learned from the past year.

2. 2

   Getting paid

   2A: Pay now by card through Stripe in Xero, and the bank account on every email. 2B: When invoices are due, from your terms in Xero.

3. 3

   Chasing plan

   The plan for each customer, suggested from how they've paid.

4. 4

   How it writes

   Your sign-off and anything it should always or never say, with a sample reminder.

5. 5

   Try it

   Send yourself a made-up invoice with Pay now, or a reminder for it, as your customers will get them.

6. 6

   Go live

   See what it will do first. Nothing is sent until you approve it.

Every Buildloop assistant works off your AI control centre, which holds your company details, knowledge and settings, trains each assistant and passes what one learns to the others. The more it knows about your business the more accurate every assistant is, and each one you add makes the others stronger.

Your AI control centre keeps what it knows about your business in Content Sections you can open, check and add to, with what's missing shown. Each says whether it's for customers, staff or both. You start with About the business, Products and services, Pricing, Payments, Opening hours, Contact details, Locations and service areas, Booking and ordering, Delivery and collection, Returns, refunds and warranty, Terms and policies, Common questions, Staff knowledge, Other, and can add, rename or remove them; the AI suggests sections from what it reads. How we talk, Rules and Suppliers are kept beside them.

Xero

Needed. Your customers, invoices, accounts and tax rates, the invoices it creates, and the payments Xero records.

Stripe in Xero

Optional. Pay now by card on every invoice, through the Stripe connection in your own Xero.

Email

Needed. Invoices and reminders sent in your name, with replies coming back to your own Get Paid address.

Your bank, through the AI control centre

Optional. Payments that land by bank transfer, matched to the invoice they pay so you can mark it paid in Xero with one press.

• Every invoice is sent only when a person presses Approve and send
• Every reminder and statement waits for a person, unless you let ones that follow the plan go on their own. Send a reminder now shows you the email first
• Every answer to a customer's reply waits for a person
• A payment matched from your bank feed is only marked paid in Xero when a person approves it, until you've approved 50 exact matches
• Disputes and money worries always come to a person, and chasing stops until they start it again
• Month-end statements and late fee invoices always wait for a person

NZ$79 a month, including 150 invoices a month, then NZ$0.40 for each invoice after that. Cancel any time. Plus a one-off set-up and configuration fee, agreed after a short call about your business. Every account also has the AI control centre, NZ$49 a month, once for all its assistants.

• Email only: no text messages yet
• Late fees only as your own terms of trade allow, up to 2.5% a month or 100 dollars an invoice, and only for customers you mark as businesses
• No payment plans or deposits
• Invoices are drafted from a sentence; Xero's repeating invoices aren't sent for you yet
• It never changes, credits or voids an invoice once it's sent
• Xero only, one organisation per business

• Your invoices, customers and their replies are stored in Sydney, Australia, and only people in your business can open them
• Replies and invoices are read by the AI model and are never used to train it
• Card payments are taken by Stripe through your own Xero; Buildloop never sees card details or touches the money
• Emails are sent and received through our email provider, Resend