Accelerated Word of Mouth Agency's cash flow by 120% through a custom n8n automation that intelligently managed Xero invoice follow-ups.
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Word of Mouth Agency faced a persistent challenge with late payments. Their clients were unresponsive to Xero's generic reminder emails, forcing the team into a tedious, manual cycle of identifying overdue invoices and chasing payments personally via email and phone. This manual process was a significant drain, consuming 2-3 hours of valuable team time every single week. The associated stress and frustration were rated a high 7-10, creating a negative work environment and, most critically, leading to poor cash flow.
Elevasis engineered a custom automation that acts as an intelligent bridge between Xero and Gmail. The system automatically identifies overdue invoices and sends a sequence of personalized, context-aware emails that become progressively more direct, commanding attention far more effectively than generic alerts. To ensure professionalism, the workflow checks the invoice history to prevent duplicate reminders and attaches the original PDF for client convenience. After sending an email, it automatically logs a note in the Xero invoice history, creating a perfect audit trail.
We mapped their manual follow-up process and defined clear objectives, pinpointing weaknesses in the existing system to ensure our automation would deliver maximum impact and solve the core problem.
Our team expertly designed and built the custom workflow, seamlessly integrating with Xero and Gmail, and maintained a transparent, collaborative process with the client from start to finish.
We conducted rigorous end-to-end testing and delivered clear documentation and training, ensuring the Word of Mouth team was fully empowered to manage their powerful new automation confidently.
The most immediate impact was saving 2-3 hours of manual work every week, freeing up over 10 hours a month for the team to focus on revenue-generating activities. This automation transformed a time-consuming administrative burden into a seamless, hands-off background process. Beyond time savings, the solution completely eliminated a major source of stress, reducing team frustration from a 7-10 rating to virtually zero. The personalized, consistent communication improved client response rates, leading to faster payments and a direct, positive impact on company cash flow.
"Working with Alex at Elevasis to automate our Xero follow-ups has been a game-changer. We're set to save over 10 hours a month, but more importantly, it has completely removed the stress of chasing invoices. The process was smooth and professional."
- Word of Mouth Agency
This solution wasn't just about efficiency; it was a strategic move. By stabilizing cash flow and eliminating a high-stress task, it improved team morale and positioned the agency for more scalable, focused growth.