Streamlining Bills for AJ Linwood Building
Client Overview: AJ Linwood Building
AJ Linwood Building is a mid-sized construction company based in Australia, specialising in residential and commercial projects. With over 200 employees and numerous subcontractors, the company manages several ongoing projects across the country. Efficient financial management is essential to their success, particularly with invoicing, as they work with a wide range of suppliers, contractors, and clients.
Before using BatchPay, AJ Linwood Building faced significant challenges with manual invoice processing, resulting in delays, errors, and cash flow inconsistencies.
Challenges Faced by AJ Linwood Building
Time-Consuming Manual Invoicing: AJ Linwood Building was processing a high volume of invoices each month, from subcontractor payments to supplier invoices for building materials. Sending invoices individually through Xero was time-intensive, with the finance team spending entire days just on invoicing. This process was inefficient, especially when large batches of invoices needed to be sent simultaneously.
Errors in Invoice Tracking: The manual method also led to difficulties in keeping track of invoices. Some invoices were missed or delayed, and following up on unpaid invoices became a tedious task. The lack of a reliable system for tracking invoice status created challenges for cash flow and strained relationships with suppliers.
Cash Flow Management Issues: The delay in sending invoices resulted in late payments from clients, which, in turn, affected AJ Linwood Building's ability to pay its own suppliers and subcontractors on time. The inconsistent cash flow made it hard for the company to predict and manage its financial obligations.
Why AJ Linwood Building Chose BatchPay
AJ Linwood Building needed a solution that could:
Automatically send multiple invoices at once, eliminating the need for manual entry.
Integrate smoothly with their existing Xero accounting software.
Provide visibility over invoice status, including overdue payments, to improve cash flow.
Be easy to implement without disrupting existing workflows.
BatchPay emerged as the ideal choice due to its bulk invoicing capabilities and seamless integration with Xero. The platform’s ability to automate and track invoices made it a game-changer for AJ Linwood Building’s finance team.
BatchPay Solution Implementation
Step 1: Automating Bulk Invoicing The finance team at AJ Linwood Building set up BatchPay and integrated it with their Xero account. They could now send hundreds of invoices at once, whether for project milestones, equipment hire, or payments to subcontractors. What used to take several days was reduced to just a few hours with BatchPay’s bulk invoicing feature.
Step 2: Improved Invoice Tracking and Follow-up BatchPay’s tracking feature automatically flagged unpaid invoices and sent reminders to clients. This meant that AJ Linwood Building no longer had to manually follow up on late payments. The automated reminders ensured that clients paid on time, reducing the burden on the finance team and improving cash flow consistency.
Step 3: Real-Time Reporting for Cash Flow Management BatchPay’s real-time reporting allowed the finance team to track outstanding invoices and payments, providing the company with better visibility into its financial position. This improved forecasting and enabled better decision-making when planning for future projects.
Results After Implementing BatchPay
Reduced Invoice Processing Time by 80%: With BatchPay, the time spent on invoice processing dropped dramatically. What once took several days to complete was now handled within a few hours. This allowed the finance team to focus on more strategic activities rather than being bogged down by repetitive invoicing tasks.
Minimised Errors and Increased Accuracy: Automating the invoicing process significantly reduced errors in invoice generation. AJ Linwood Building saw fewer issues with incorrect amounts or missed invoices, which improved their relationships with clients and suppliers.
Improved Cash Flow by 30%: By ensuring invoices were sent promptly and payment reminders were automated, AJ Linwood Building experienced a 30% improvement in their cash flow. This allowed the company to manage its financial commitments more efficiently and maintain a steady flow of funds for projects.
Increased Finance Team Productivity by 25%: The automation of invoicing freed up 25% of the finance team’s time, allowing them to concentrate on other financial tasks such as budgeting and project cost management. This productivity boost contributed to overall operational efficiency.
Strengthened Relationships with Suppliers and Subcontractors: Since the company’s invoicing became more accurate and timely, AJ Linwood Building was able to maintain better relationships with suppliers and subcontractors. Payment disputes were reduced, and the streamlined process helped solidify trust with key partners.
Testimonial from AJ Linwood Building
"BatchPay has been a game-changer for our invoicing process. Before, it would take us days to get all our invoices sent out. Now, with BatchPay, we can do it in just a few hours, and the accuracy has improved tremendously. We’ve also noticed a big improvement in our cash flow, which has helped us stay on top of our project commitments."
— Andrew Linwood, Owner of AJ Linwood Building
Conclusion
The implementation of BatchPay allowed AJ Linwood Building to transform its invoicing process. By moving from a manual, time-consuming workflow to an automated, efficient system, the company significantly improved its cash flow, productivity, and relationships with suppliers and subcontractors.
BatchPay’s integration with Xero made the transition seamless and easy to adopt, allowing the finance team to focus on more value-added activities instead of chasing invoices. The results—an 80% reduction in invoicing time, 30% improvement in cash flow, and increased team productivity—speak to the impact BatchPay has had on AJ Linwood Building’s financial operations.
Key Benefits of BatchPay for AJ Linwood Building:
80% reduction in invoice processing time.
30% improvement in cash flow.
Significant reduction in invoice errors.
Strengthened supplier relationships.
25% increase in finance team productivity.