Start with
One completion form, one set of agreed rates and one Xero organisation.
CLEANING COMPANIES
Finish the clean. Get the invoice ready.
Turn the team’s completed job sheets into draft invoices in Xero, with customers, rates and approved extras already matched. Finish the week with invoices to approve and send.
See how it worksIllustrative workflow with sample data. We’d confirm the tools and setup for your business.
PAIN POINTS
Friday evening shouldn’t be invoice evening.
The team has cleaned three properties, but the hours and extras are in separate messages. You still have to match each job to the customer, check the agreed rate and type it all into your accounts software.
- Transcribing job sheets into invoice lines.
- Losing track of a completed job that hasn’t been invoiced.
- Missing an extra or using an out-of-date rate.
THE SOLUTION
How the automation works
The team submits one completion form per job, replacing scattered messages about hours and extras. The automation matches it to your job records, checks rates and approvals, and creates the draft in Xero.
- 01 / TRIGGER
Team completes a job sheet
Record the job ID, hours, completion status and any agreed extras.
- 02 / AUTOMATION
Check the job and rate
Match the customer, approved rates and work completed. Check for an existing invoice.
- 03 / AUTOMATION
Create a draft invoice
Prepare invoice lines in Xero and link the original job sheet.
- 04 / YOUR DECISION
You approve and send
Review the amounts and any exceptions, then approve and send from Xero.
WHEN SOMETHING NEEDS ATTENTIONUnknown rate, disputed hours or an unapproved extra?
Hold that job with the disputed item clearly marked. For example, an oven clean without approval waits for your decision before the invoice is drafted.
WHAT YOU GET
The draft invoice is already in Xero
The customer and invoice lines are filled in, with a link to the job sheet. Review the draft, approve it and send it from your accounts software.
Example output
- Job
- CL-104 · end-of-tenancy clean
- Customer
- Sample property agency
- Cleaning
- 4 hours × £30 = £120
- Approved extra
- Oven clean · £40
- Subtotal
- £160 before any applicable tax
- Invoice status
- Draft created in Xero · ready for approval
- Source
- Job sheet CL-104 linked to invoice
Illustrative rates. Both lines have passed the job and approval checks. Resubmitting the same job sheet does not create a second invoice.
INTEGRATIONS & HOSTING
The tools working together
| Tool | Its part in the workflow |
|---|---|
| Microsoft Forms & Lists | Collect the completion sheet and look up the booked job, customer and agreed rates. |
| Xero | Holds the draft invoice once the checks pass. Linking each job to its invoice prevents duplicates. |
| Outlook | Tells you which drafts are ready and which jobs need a decision. |
One job, one invoice
The job ID links the completion sheet, customer, rates and Xero draft. That link prevents duplicate invoices and lets you trace an amount back to the work recorded.
Where it runs
The automation runs in Microsoft’s cloud and connects to your Xero account. Drafts stay in Xero; the quote lists the hosting and connection costs.
Technical references
A FIRST PROJECT
Test it on real work.
Measure the difference
Compare time from job completion to invoice sent, time spent preparing invoices and completed jobs still awaiting billing.
Test the awkward cases
Resubmit a job sheet, change a rate and include an unapproved extra. Check that approved jobs produce one correct draft and held jobs show what needs resolving.
Still turning job sheets into invoices by hand?
We’ll agree one suitable automation, its monthly price, support and any separate software or usage costs before building. The build is free, with 30 days to try it from go-live. Continue at the agreed price, or cancel before the trial ends.