How We Automated Invoice Chasing for a Malta Consulting Firm

When a Malta-based consulting firm came to us, they were struggling with a problem that's quietly bleeding most professional services businesses dry: late payments. With 25 people on payroll and project retainers as the primary revenue model, cash flow predictability wasn't a nice-to-have. It was existential.

The firm was manually generating invoices at the end of every project milestone. That meant a senior team member spending time in a spreadsheet, copying data, formatting documents, and emailing them out. Then chasing. Then chasing again. And then writing off 10–15% of outstanding balances each quarter as simply not worth pursuing.

When we mapped their current process, three bottlenecks emerged immediately. First, invoices weren't going out until 2–5 days after a milestone was actually completed, the manual lag was costing them days of payment runway. Second, follow-up was inconsistent: a busy week meant invoices fell through the cracks. Third, there was no systematic pressure on slow payers because the team found it awkward to chase aggressively.

The solution was a three-platform pipeline. monday.com was already in place as their project management tool, project boards tracked milestones and completion status. We built a custom automation so that when a milestone was marked "Complete" by the project lead, PandaDoc would automatically generate a branded invoice pre-populated with the client name, project details, and amount from a custom column. That invoice was emailed to the client within minutes, not days.

The Xero leg of the integration handled reconciliation. When a payment was received, Xero's webhook triggered an update back into monday.com, closing the payment loop on the project board. The finance lead could see outstanding balances at a glance without ever opening a separate application.

Paidnice handled the chasing. We configured a schedule of professional reminder emails, a gentle nudge at 7 days, a firmer reminder at 14, and a formal notice at 28 days overdue. Critically, the tone was automated but the language was crafted by the client. It felt human; it just didn't require a human to send it.

Six weeks from kick-off to go-live. Within the first quarter: average payment time dropped from 47 days to 19. Late-payment write-offs fell by 68%. The finance team reclaimed more than 10 hours a week. The managing director told us it was the highest-ROI project they'd run in three years. It's a project we're proud of, not because the tech was complex, but because the outcome was so tangible.