XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: All supported countries
Risk Type: Cash Flow Risk
Business Function: Sales
Overview
This XBert checks for sales invoices that have been approved but never sent to the customer. An invoice your customer has not received cannot be paid, so an unsent invoice quietly delays the money coming into your business. Catching it early means you can send it before the payment falls behind.
What it does
It scans your recently created sales invoices and looks at two things together: whether the invoice is approved and awaiting payment, and whether it has actually been emailed or marked as sent to the customer. When an invoice is approved but still shows as not sent, it is flagged so you can get it to the customer.
How it works
The XBert raises an alert when a sales invoice meets all of the following:
The invoice is approved and awaiting payment, in other words it has a status of Authorised or Overdue, so it is a real invoice the customer is expected to pay.
The invoice has not been sent to the customer. It has not been emailed or marked as delivered in your accounting software.
The invoice was dated within the last 7 days, so it focuses on recent invoices you can still act on quickly, rather than re-flagging older ones.
It deliberately ignores invoices that have already been sent, draft or unapproved invoices, and invoices older than the last week. This keeps the alert focused on fresh, approved invoices that are simply waiting to be delivered.
Example/Use Case
Marcus runs a graphic design studio. On Monday he approved an invoice for $2,800 to a client, Coastal Cafe Group, for a brand refresh. He got pulled into another job and never hit send, so the invoice sat in his accounting software as approved but undelivered. Coastal Cafe never received it, so they never paid it. XBert flags the unsent invoice the same week. Marcus opens it, emails it to the client, and the $2,800 is paid on time instead of slipping weeks past due.
Accounting software
This XBert runs on Xero, MYOB and QuickBooks Online.
Which countries it supports
This XBert is available in all supported countries.
Processes
Business area: Sales and accounts receivable.
Open the invoice flagged by the alert and confirm it is correct and ready to go to the customer.
Check that the customer has a valid email address or delivery method recorded.
Send the invoice to the customer, or mark it as sent if you have already delivered it another way, such as by post.
If the invoice was approved by mistake or is a duplicate, void or delete it instead of sending it.
Set up a habit of sending invoices as soon as they are approved, so they do not sit undelivered.
Once the invoice has been sent, mark the XBert as resolved.