Invoice what was agreed, and get paid for it
Why not just use your accounting software? Because it wasn’t built for this. OpsUPLOOP can raise every billable on its milestone date automatically, unless someone defers it, lets the people who look after each customer see and chase that customer’s invoices, and raise them if you allow it, and nobody else’s, builds complicated invoices from templates, and sends chasers from the person who knows the customer. Xero stays your ledger; OpsUPLOOP makes sure it gets fed.
Joined to your pipeline, this is what larger firms call revenue operations (RevOps), and what finance teams call order-to-cash. Read the guide.
What Billing takes off your plate
No more missed billables
Switch on auto-raise and planned billables raise on their milestone date. Better raised and queried than missed: defer one if you need to.
Billing delegated by customer
People assigned to a customer see that customer’s billing, and can raise its invoices if you allow it. Finance keeps the whole view.
Chasers from someone they know
Reminders go from the project lead, not a central inbox, so replies reach the right person. We saw more overdue invoices answered and paid.
Complicated invoices, right first time
Templates and options work out the lines for you, the same way every time, before the invoice goes to Xero.
The system remembers, so your team doesn’t have to
Billing that used to depend on someone remembering now runs on dates, owners and defaults, with a person able to step in at every point.
- Deal won Billing planned
Milestones or recurring amounts, each with a date, an owner and, where it helps, a template.
- Before the date The team is told
The people on the project are emailed what’s coming up, so nothing is a surprise and anything wrong can be deferred.
- Milestone date Raised on the day
With auto-raise on, the invoice is raised in Xero on its date unless someone has deferred it. Late invoicing is work without commercial cover.
- Overdue Chased by the project lead
Reminders on your schedule, from the person who knows the customer, checked against paid status first, and pausable.
Where AI does the work in OpsUPLOOP Billing
Agents that run on their own, analysis with its reasons, your assistant over MCP, and the guardrails around all of it.
- Agent
Monthly billing audit (made to measure)
Scorchsoft’s own instance runs an AI audit of AWS billing each month, flagging anything unbilled for a person.
What’s overdue, and why?
Invoices and billables, by permission
Ask what is overdue and why, or what’s due to be billed. Each person hears only about the customers they can see.
AI can’t raise invoices
An assistant can create a billable, but a billable created by AI can never raise an invoice on its own.
Rules, not AI, where it matters
Chasing and auto-raising run on rules, not AI: predictable by design, with paid-status checks before every send.
Hand billing to the people who own the customer
Ownership comes from Delivery: whoever is assigned to a customer or project sees and chases its billing, and can raise its invoices when you switch that on, and nothing else. It uses the same permissions hierarchy as the rest of OpsUPLOOP, so finance sees everything, managers see their teams’, and nobody needs access to the whole accounts package to do their part. The same scope applies over MCP: someone asking Claude or ChatGPT about invoices only hears about their own customers.
- Scoped by customer and project team, not all or nothing
- Raise and chase for your own accounts, with the same checks as finance
- The same access through Claude or ChatGPT over MCP
Other customers’ billing isn’t shown: not your accounts. Finance sees everything.
Chasers from the person who knows the customer
Centralised chasing means replies land with the managing director, or an accounts inbox that forwards them on. In OpsUPLOOP, reminders go from the person who runs the project, on your schedule, after checking the invoice is still unpaid. Replies reach someone who can answer. In Scorchsoft’s own use, more overdue invoices got a reply and got paid once chasers came from the project lead.
- Sent from the project lead, so replies reach the right person
- Paid status checked before every send, and never the same chase twice
- Reminders can be paused, and an invoice deferred, when there’s a reason
Hi Joanna, hope the new depot’s settling in. A quick nudge on INV-1043 for the rollout (£4,200), which is now 9 days past due. If it’s stuck with someone, just tell me and I’ll sort it.
Pay by cardComplicated invoices, built from templates
Some sales produce invoices with several lines that each depend on what was bought: a plan, a number of sites, a term. Accounting software leaves that to whoever types the invoice. OpsUPLOOP templates work the lines out from the options chosen, the same way every time, and raise the invoice in Xero on its date.
- Templates with configurable options for the way you actually sell
- Lines calculated, not typed, so the invoice is right first time
- Raised on the milestone date automatically if you choose, or deferred
| Growth support · quarter | £3,600 |
| Hosting · 3 sites × £150 | £450 |
| Multi-site discount | −£90 |
| Total, ex VAT | £3,960 |
Checking every server has a customer paying for it
Because billing data lives in OpsUPLOOP rather than only in Xero, it can be joined to other systems. Scorchsoft connected its own instance to AWS, read-only, and matched every hosted resource to the customer and billable that pays for it. It catches the paper cuts: a customer who cancelled but is still running, hosting nobody is billing for. Not every firm needs this, which is why it was made to measure; it shows what having your billing data somewhere you control makes possible.
- A read-only AWS inventory, each resource matched to a billable
- Cancelled-but-running and unbilled resources flagged for a person
- Built for Scorchsoft on the made-to-measure route, not part of every instance
Why not just do this in Xero?
Accounting software is a good ledger and a poor way to run billing across a team. You can’t easily let an account manager see and raise invoices for only their customers. Complicated invoices get typed by hand. Chasing is centralised, so replies land with the managing director or an accounts inbox and get forwarded on. And nothing remembers the milestone that should have been billed last week. For a service firm that last one is a real risk: late invoicing means doing more work without commercial cover.
Without Billing
- Milestones remembered, or not, by whoever’s busiest
- Only finance can see or raise an invoice, so every question queues for one person
- Complicated invoices typed by hand, differently each time
- Chasers from a central inbox, and replies forwarded on
With OpsUPLOOP Billing
- Billables raised on their date, deferred only on purpose
- Account owners act on their own customers’ billing, within their permissions
- Templates that work out the lines the same way every time
- Chasers from the project lead, with a paid-status check before every send
OpsUPLOOP Billing, part by part
Planned billing
What you have agreed to invoice, and when.
- Milestones and recurring amounts, each with a date and an owner
- Raised on the milestone date automatically if you choose, or deferred with a click
- The project team emailed about what’s coming up
- Planned, invoiced and collected kept as three separate numbers
Invoicing
Raised from the plan, in your accounting system.
- Invoices raised from planned billables through Xero
- Templates with configurable options for complicated invoices
- Recurring templates, customer statements and Stripe payment links
- Purchase orders recorded against customers, with how much of each has been invoiced, so nothing billable against a PO is missed
Access and delegation
Who can see and act on which customers’ billing.
- Access by customer and project team, from the ownership set in Delivery
- Finance sees everything; managers see their teams’
- The same scope over MCP for Claude and ChatGPT
Credit control
Chasing that is personal, persistent and never wrong about who has paid.
- Reminders from the project lead, on schedules you configure
- A paid-status check before every send, and a guard against sending the same chase twice
- Pause reminders or defer an invoice when there’s a reason
- Only the invoices you enrol are chased, never your history
Waits for a person
- Anyone responsible can defer a billable before its date, or pause its reminders
- Billables created by an AI assistant can never raise an invoice on their own
- Only invoices you enrol are chased
Runs on its own, within your rules
- With auto-raise on, billables raise on their milestone date unless deferred
- Chasers send on the schedule you set, and stop when an invoice is paid
- The project team is emailed about upcoming billing
What it needs
An accounting connection (Xero today) for invoices, and a CRM connection, or OpsUPLOOP holding deals, for the pipeline. Stripe if you want payment links. Ownership from OpsUPLOOP Delivery, or set up with you, for delegated access.
Start with Billing. Add the rest when it helps.
OpsUPLOOP Billing works on its own, on your own instance. The other modules share its records, so each one you add builds on what is already there.
- A campaign agent that builds the target list
- Letters drafted, reviewed, then posted
- LinkedIn follow-up and outcomes
- Research on every enquiry: the company, its website and the person
- Green, amber, red: each with its next step
- Call reports against what good looks like
- Billables raised on the milestone date, automatically if you choose
- Invoice access and chasing by customer owner
- Templates for complex invoices
- An ownership map, with what good looks like for each area
- Customer feedback asked for automatically, tracked over time
- Handovers, objectives and team structure
Start with any one module. The others use the same records when you add them.
Won deals arrive with their value, ready to plan, and planned billing feeds the revenue forecast.
Ownership comes from Delivery: whoever owns the customer owns their billing and chasing, within the same permissions hierarchy.
Ask Claude or ChatGPT what is overdue and why. It sees only the billing your role can see.
Billing as it comes, or extended to fit
Everything above is in the product today, and you’ll see it working in the demo. If your firm works differently, Billing can be configured to your rules, or extended by Scorchsoft with the steps, screens or connections it doesn’t have, on the same records and permissions as the rest of OpsUPLOOP.
- As it comes
The modules you need, on your own instance
- Connected and configured
Joined to your systems, set to your rules
- Made to measure
Extended for you, hosted by us or by you
Asked about OpsUPLOOP Billing
Why not just do this in Xero?
Xero stays your ledger. OpsUPLOOP does what it isn’t built for: raising billables on their date automatically if you choose, letting people see, and if you allow it raise, invoices for only their customers, building complicated invoices from templates, sending chasers from the person who knows the customer, and joining invoice data to your sales, delivery and AI assistants.
Does it raise invoices automatically?
If you want it to. Auto-raise is a setting: switch it on and a planned billable is raised in Xero on its milestone date, and anyone responsible can defer it first. We recommend it, because an invoice raised and queried beats one missed, and late invoicing means doing work without commercial cover.
Can we pause chasing, or defer an invoice?
Yes. Reminders can be paused and an invoice deferred when there’s a reason. Chasers also check paid status before every send and stop once an invoice is paid.
Can people only see their own customers’ invoices?
Yes. Access follows the customers and projects someone is assigned to, within the permissions hierarchy. Finance sees everything. The same scope applies when someone connects Claude or ChatGPT over MCP.
Can we track purchase orders?
Yes. Record a customer’s purchase orders and OpsUPLOOP shows how much of each has been invoiced and what is left, so you don’t miss invoicing against a PO, or run past one without noticing.
Is this a cash-flow forecast?
No. It shows planned billing, issued invoices and collected money. A full cash-flow forecast also needs costs, payroll, tax and payment timing, which OpsUPLOOP does not model.
Which accounting systems does it work with?
Xero today. Each instance is connected to what that business uses, so tell us what you run and we’ll say plainly what that involves.
See last month’s billing, planned and chased
Tell us how billing is planned and chased today. We’ll show you how OpsUPLOOP Billing would plan, raise and chase the same work.
30 minutes, with the people who build it. No slides.