Quotes to cash
We connect your quoting, job and CRM tools to your accounts software, such as Xero or QuickBooks, so an accepted quote becomes a deposit invoice, a reminder and a chased payment. Rules do the sums; a person signs off prices.
The problem
A quote goes out from one tool, the job is set up in another, and someone types it all into the accounts software to invoice it. Each copy is a chance for a wrong price, a duplicate or an invoice that never goes out.
Chasing waits for whoever remembers. When that's you, cash arrives when you find time to ask for it, and nobody else can see who owes what without exporting a report.
What you get
Timeline
Trace the quote-to-cash path, who owns each field and the exception that costs most.
Decide which steps are rules, where AI reads free text, and where a person approves.
Connect the systems, then test normal, duplicate, missing and failing inputs.
Staged go-live with alerts, documentation and a 30-day defect period.
Tools we connect
In depth
Process automation for quote to cash comes in three sizes. A native app connects two tools out of the box, such as a job or quoting tool and your accounts software. Zapier or Make chains a few simple steps together without code. A custom integration carries your own rules for line items, deposits, part-payments and exceptions, with a log and a way to recover when something fails.
Start with the smallest one that does the job. If an app from the Xero App Store, or your quoting tool's own connector, already turns an accepted quote into the invoice you need, use it and pay the subscription. We build a custom integration only where the rules don't fit what the app can model. Our guide Xero integrations: native app, Zapier, Make or a custom build? has the full decision table, with costs and limits.
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| Your situation | Usually the right choice |
|---|---|
| One or two simple steps between tools that already have a connector | The native app or the tool's own integration |
| A few fixed steps, low volume, nothing lost if a run fails and is redone by hand | Zapier or Make |
| Varying invoice lines, deposits, part-payments, contact matching, retries that mustn't create duplicates | A custom integration with an exception queue |
| Rules nobody has written down yet | Map the loop first, then decide |
Xero's own invoice reminders send emails a set number of days before or after the due date, and for many firms that is enough. Turn them on before paying anyone to build chasing.
They stop being enough when chasing depends on more than the date. A good customer with a large job may need a phone call from a named person, not a third email. A disputed invoice should pause the reminders until someone resolves it. A deposit that hasn't arrived may need to release a booked slot. Those rules can run from your job stage and customer type, with a person deciding when to stop work for a slow payer. The same goes for QuickBooks or any other accounts package: use what it already does first, then add rules where it falls short. How to chase unpaid invoices in Xero covers setting the reminders up and what to add where they stop.
The full guide, section by section
Several UK duties now come with dates. Most of the records involved already sit in tools a firm uses for quotes, jobs, staff and invoices, spread across them. We build the record-keeping inside those tools, or the integration where a regulator offers an API, so someone other than the owner can produce the records when asked. The dates below were checked on the official pages on 24 October 2026.
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| Duty | Date | Who it applies to | Official source |
|---|---|---|---|
| Digital Waste Tracking: report the waste you receive | From 1 October 2026 in England and Wales; from January 2027 in Northern Ireland and Scotland | Permitted waste receiving sites | GOV.UK Digital Waste Tracking service; DAERA |
| Digital Waste Tracking for the rest of the chain | From October 2027, after a public beta in spring 2027 | Waste carriers, brokers and dealers | GOV.UK Digital Waste Tracking service |
| Renters' Rights Act: new tenancy rules | From 1 May 2026 | Private landlords, and letting agents acting for them | GOV.UK implementation roadmap |
| Renters' Rights Act: landlord database | Registration opens from 15 December 2026; every landlord registered by 14 November 2027 | Private landlords | GOV.UK |
| Employment Rights Act 2025: keep annual leave and holiday pay records for at least six years | From 6 April 2026 | Employers | Acas; legislation.gov.uk, section 35 |
| Employment Rights Act 2025: unfair dismissal qualifying period falls to six months | For dismissals from 1 January 2027 | Employers | GOV.UK Employment Rights Act timeline |
Waste sites can report through a spreadsheet or through an API linked to their waste software. The Welsh Government expects the spreadsheet route to stay in place until at least October 2027, so a site can start on the spreadsheet and move to the API when its volumes justify it. Digital Waste Tracking: spreadsheet or API covers both routes.
For letting agents, the Renters' Rights Act turns record-keeping into an audit trail: what was said to whom, when, and what was done, across the CRM, email and the portals you advertise on. The work is mostly joining those records up so one person can produce them, rather than buying another system. Our Renters' Rights Act record-keeping checklist maps each record to the system that should hold it.
For employers, the six-year holiday records already live in the rota, payroll and HR tools most firms use. The shorter qualifying period for unfair dismissal from 1 January 2027 makes probation and absence records matter sooner, so they need to be complete and findable without the owner. Employment Rights Act holiday and absence records lists what to keep and where.
We build the record-keeping. Your solicitor, accountant or trade body confirms what the law requires of you.
Got a date you can't move? Tell us the duty and the records. We'll say on the call whether your current tools can hold them, and what it would take before the date. Book a call before the deadline
Some steps stay with a person on purpose. We don't automate prices, discounts or credit decisions, and we don't send anything a person should sign: a contract, a variation or a refund. The integration prepares them, checks the sums and puts them in front of the right person. The PaxBespoke flow works this way: the 40% deposit is worked out by rule from the approved price, and people approve every proposal.
Rules, AI and people each have a part, and the split is written down before we build:
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| Responsibility | Rules (deterministic) | AI (bounded) | Person |
|---|---|---|---|
| Identity and data | Validate fields, normalise values, check duplicates | Extract fields from free text, with the source shown | Resolve identity conflicts and approve unusual corrections |
| State and routing | Apply documented transitions and routing rules | Propose a category when input is unstructured | Decide exceptions and process changes |
| Communication | Send technical notifications and record execution | Draft a message for review | Approve messages with commercial or contractual effect |
| Failure and recovery | Retry within limits, log and alert | Not used | Work the exception queue and decide whether to resume |
Complete the table for each candidate step. An "unknown" is a clarification task, not a reason to guess.
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| Current step | System of record | Repeatable rule? | Integration needed? | AI needed? | Human approval | Failure path |
|---|---|---|---|---|---|---|
| Example: copying a request into the CRM | To be defined | Partial | Probably | Only to read free text | Yes, for conflicts | Exception queue |
This is an analysis template. It does not promise that every named system can be connected without checking access and data policy.
PaxBespoke sales automation connects customer records, consultations, room data, proposals, e-signatures, deposit invoices and stage-based reminders across n8n, Monday.com, Calendly, Gmail, SignatureAPI, PayPal and QuickBooks. It uses no generative AI: prices, stages and invoices follow explicit rules, and people stay responsible for measurements, prices and exceptions. No outcome metric is published.
WhatsApp order processing and custom CRM is an anonymised delivered engagement where an AI agent, a custom CRM and a human handoff work together. No response, conversion or volume metric is published.
In the UK, a Pilot puts one quote-to-cash workflow into production with up to three systems or APIs, exception paths, an audit trail, documentation and a 30-day defect period for £15,000 excluding VAT, typically over four to six weeks. If the workflow is still unclear, the £3,500 Audit maps it first. Details are on the Solutions page.
Fill in the decision table for one workflow, then read the guide to automating spreadsheet-dependent operations and how we work. The AI readiness check gives a first direction in about three minutes.
For a real job, book a call about quotes and cash. Bring the current steps from quote to payment, the systems involved and the exception that costs most time. Do not send credentials, customer data or internal documents.
"Integration" means controlled exchange of data or events between systems whose roles are clear. "Automation" means execution of an explicit rule with a log, a state and a recovery path. "Bounded AI" means an interpretation step with a defined purpose, sources, output and authority. This page describes an approach; it is not an assessment of your systems or a guarantee of compatibility, savings, timing or commercial outcome.
FAQ
Usually, if both have an API or a reliable export. First we check whether a native app from the Xero App Store already does what you need; if it does, use it. We build a custom integration when your quotes, line items, deposits or exceptions follow rules the app can't model.
Zapier or Make is fine for one or two simple steps, such as posting a paid invoice to your team chat. It gets fiddly with a varying number of invoice lines, matching the right contact, part-payments, and retries that mustn't create duplicates. That's where a custom integration with an exception queue pays off.
Yes. Start with Xero's own invoice reminders, set by days before and after the due date. Beyond that, reminders can follow the customer type and job stage, stop when a dispute is logged, and hand a call task to a named person for larger amounts. A person decides when to stop work for a slow payer.
If Xero's own reminders or a native app do the job, it costs a setting or a subscription, and we'll say so. A custom quote-to-cash integration is a Pilot: £15,000 excl. VAT for one workflow across up to three systems, including exception handling, an audit trail, handover and a 30-day defect period. Our cost guide compares published UK prices.
Failure paths are part of the build: retries with duplicate protection, alerts to a named owner, an exception queue and a documented manual fallback. Every run is logged, so you can see what happened and pick up where it stopped.
This month, count the invoices someone typed by hand and the payment reminders you sent yourself. Count again a few weeks after go-live. Every run is logged, so the second count comes from the system rather than from memory.
