Accounting Integrations and Automated Invoicing

The client sold big-ticket items such as boilers, doors, and other large domestic appliances, often requiring customers to pay a deposit before installation and the balance upon completion. Previously, order data was manually transferred from Zoho CRM to Google Sheets, then re-entered into Xero by the accounts team. Payment links and invoices were also manually created at each stage. As sales volumes increased, this process caused delays in taking payments, required rapid expansion of the finance team, and still struggled to keep up with demand.

The client operates two customer-facing brands within the home improvement sector, selling and installing high-value products online. Due to the nature of their offerings, staged payments were a core requirement of their sales process. Mantle began by sitting down with the client to fully understand their existing workflows, systems, and pain points. This discovery phase highlighted that manual accounting processes were becoming a major bottleneck as the business scaled. The Mantle team reviewed findings internally to align on challenges, constraints, and opportunities, ensuring all stakeholders shared a clear understanding before proposing solutions. Several potential solutions were then presented to the client for feedback. This collaborative approach ensured all requirements were captured before finalising the integration approach and project scope.

Mantle Development conducted a full workflow review and implemented a custom Zoho to Xero integration. The solution automated customer creation, payment triggers, invoice generation, and payment links, removing the need for manual data entry and significantly simplifying the end-to-end payment process. The new system allowed the operations team to trigger pre-payment requests directly from Zoho. Customer and order data was automatically transferred into Xero, eliminating manual customer creation and initial payment link setup. When a job was marked as complete in Zoho, the system automatically created a final invoice in Xero and sent a payment link for the outstanding balance, accounting for any pre-payments already received.