Invoicing & Collections
Turn your invoicing process into a connected workflow.
We automate invoice creation, recurring billing, payment reminders and receivables tracking, so your team spends less time on administration and has a clearer view of what is still outstanding.
The everyday admin
Sending an invoice is usually easy.
Everything around it takes time.
Creating the invoice from the right information. Checking whether it has been paid. Sending reminders. Updating your records. Following up on overdue balances.
When these steps happen across accounting software, spreadsheets, email and other systems, small tasks quickly turn into recurring administration.
We connect those steps into one automated process.
A quote is approved, work is completed or hours are submitted, but someone still needs to create the invoice manually.
We can automatically prepare invoices using information already available in your systems.
Monthly retainers, subscriptions and other recurring services should not require someone to remember the same invoice every month.
We automate recurring billing based on your agreed schedules and rules.
Outstanding invoices are easy to miss when someone has to manually check which customers need a reminder.
We automatically identify unpaid invoices and trigger the appropriate follow-up.
Money arrives in your bank account, but someone still needs to work out which invoice it belongs to and update the outstanding balance.
We can automate parts of the matching and reconciliation process and flag anything that needs attention.
Outstanding invoices may be spread across accounting software, spreadsheets and inboxes.
We bring the relevant information together so your team can quickly see what has been paid, what is due and what needs follow-up.
What we automate
We automate the repetitive steps between completing the work and receiving the payment.
Create invoices using information that already exists in your business.
Depending on your process, an invoice can be prepared when:
Instead of entering the same customer, project and billing information again, we move the right data into the invoicing process automatically.
Your team can still review invoices before they are sent where approval is required.
Regular customers should not create regular admin.
We set up workflows that prepare or create invoices automatically according to your billing schedule.
This can work for processes such as:
Exceptions can be sent to your team instead of being processed automatically.
Once an invoice is ready, the next steps can happen automatically.
We can build workflows that send invoices to the correct customer, record when they were sent and update the relevant systems.
Your team no longer needs to manually move information between the systems used to manage the customer and the invoice.
Following up on unpaid invoices should not depend on someone remembering to check them.
We automate payment reminders based on your own timing and business rules.
For example:
Invoice sent → Due date reached → Payment status checked → Reminder sent if unpaid → Follow-up scheduled
Different actions can be triggered depending on how long an invoice has been outstanding.
The goal is simple: consistent, professional follow-up without turning every overdue invoice into a manual task.
When payments arrive, we can automate parts of the process of matching them against outstanding invoices.
Clear matches can continue through the workflow automatically.
Anything uncertain can be flagged for review.
That means automation handles the repetitive work without forcing incorrect matches when human judgement is needed.
Know where outstanding payments stand without maintaining another spreadsheet.
We can bring together the information your team needs to track:
Instead of checking each invoice manually, your team can focus on the customers that actually need follow-up.
How it works
A typical automated invoicing workflow could look like this:
A quote is accepted, an order is completed, hours are approved or a recurring invoice becomes due.
The workflow retrieves the customer, service, amount and other information required for the invoice.
The invoice is created automatically according to your billing rules.
Where needed, your team can approve it before anything is sent.
The customer receives the invoice and the invoice status is recorded.
The workflow checks whether the invoice remains outstanding.
If payment has not been received according to your predefined rules, a friendly reminder can be sent automatically.
Payments can be matched against outstanding invoices where the information is clear.
Missing information, unclear payments, disputed invoices or other exceptions are flagged instead of being handled automatically.
Automation handles the predictable steps.
Your team stays in control when judgement is required.
From manual to automated
Less administration. Fewer opportunities for mistakes. More consistent follow-up.
Human control, built in
Not every invoice should run completely without human involvement.
We design the workflow around the level of control your business needs.
For example:
Routine invoices can be created and sent automatically when all required information is available.
The invoice can be prepared automatically and sent to a team member for approval before it reaches the customer.
Unexpected amounts, missing information, unmatched payments or special customer situations can be sent directly to your team.
You decide which parts should run automatically and where people should remain involved.
Your systems, connected
Invoicing rarely starts inside the accounting system.
The information may come from your sales process, time registration, project management, e-commerce operation or another business system.
We connect the steps so information can move through the process without repeatedly being copied and entered manually.
The exact setup depends on the systems you already use and how your business currently invoices customers.
Our services in practice
Use AI agents to handle repetitive checks, follow-ups and routine decisions within your invoicing process. They can help identify what needs attention, prepare next steps and route exceptions to the right person when human judgement is required.
Connect the full invoicing flow, from the moment work is ready to bill through to invoice creation, sending, payment monitoring and reminders. This removes repetitive handovers and keeps each step moving without someone manually checking what should happen next.
Connect the systems where your billing information already lives, such as sales, project, time tracking and accounting software. We make sure customer, order, project and payment data can move between systems without your team repeatedly copying and updating information.
Bring outstanding invoices, due dates, payment status, reminders and exceptions into one clear overview. Your team can quickly see what has been paid, what is overdue and which customers actually need manual follow-up.
When standard software does not match the way your business invoices customers, we can build focused tools around your process. This can include custom billing workflows, receivables views, approval interfaces or internal tools that bring multiple steps together.
The NexFlow method
We map your current invoicing and payment follow-up process.
We look at where information comes from, which steps are still manual and where your team spends unnecessary time.
We identify how often those tasks happen and where automation could reduce repetitive work.
This helps us focus on the parts of the process where automation makes practical sense.
We build the workflow around your existing process, business rules and systems.
That can include invoice creation, approval, delivery, payment tracking, reminders and exception handling.
Once the workflow is running, we can improve it as your processes, volumes or requirements change.
Your questions, answered
It depends on how your business currently works.
Common opportunities include creating invoices from quotes, orders, completed work or recorded hours, setting up recurring invoices, sending invoices, checking payment status, sending reminders, matching payments and tracking overdue balances.
We identify the most useful opportunities during the Automation Scan.
Yes.
Automation does not mean removing human control.
We can prepare an invoice automatically and require someone from your team to review or approve it before sending.
Yes.
If your business regularly invoices customers for the same service or agreement, we can automate recurring invoices according to your billing schedule and rules.
Yes.
Reminders can be triggered according to predefined rules, such as when an invoice reaches or passes its due date.
Your team determines the timing and type of follow-up that fits your customer relationships.
Where there is enough information to identify a clear match, parts of the matching process can be automated.
Cases that cannot be matched reliably can be flagged for your team to review.
No.
This solution focuses on invoicing, accounts receivable management and friendly payment follow-up.
It is not a legal debt recovery or collection service.
No.
Invoicing & Collections covers money coming into your business from customers: creating outgoing invoices, tracking payments and following up on outstanding balances.
Invoice Processing covers invoices coming into your business from suppliers, including receiving, extracting, reviewing and processing supplier invoices.
Not necessarily.
We first look at your existing process and systems.
Where possible, we automate the steps around the tools your team already uses instead of replacing systems without a clear reason.
Creating invoices, checking payments and sending reminders can take up hours without adding much value to the business.
We identify the repetitive steps in your current process and show you where automation could remove unnecessary administration while keeping your team in control.
Find out which parts of your invoicing and collections process we can automate.