The spreadsheet
Invoices assembled from timesheets and memory. Late, inconsistent, sometimes wrong.
Revenue leaks through unbilled workClients trained to pay late
INVOICING / GOODOPS MODULE 04
Launching soon · early access open
Month-end
shouldn't take
two days and
a spreadsheet.
Invoices built by hand from timesheets and memory. One sent twice. One never sent. Reminders that depend on someone remembering to be awkward. Invoicing drafts every invoice on the 1st from the hours, retainers and expenses that already exist, sends after one approval, chases politely on a schedule, and marks itself paid.
Built for organizations that have outgrown "someone will sort it."
For service organizations that bill monthly: agencies, consultancies, trades, non-profits with funders.
Where did the first of the month go?
Hours loggedHarvest · 212h · 9 clients
Retainer renewals6 · same every month
Expenses to re-billFloat · 14 lines
The 1st, 9:00 am
FIG. 01 / SENT IS NOT PAID.
"Who hasn't paid from last month?"
Two clients, $7,200. Second reminders went out this morning.
Illustrative. Your data stays yours.
Most organizations we meet have invoicing software.
They still build the invoices by hand.
Works with the ledger and the tools you already bill from.
QuickBooks or Xero stay the ledger. Harvest brings the hours.
Stripe or Plooto take the payment. We connect them.
quickbooksxeroHarveststripePlootoHubSpot
NOT ANOTHER INVOICE TEMPLATE
You don't need
a better template.
You need invoices that build themselves.
The hours exist. The retainer is the same as last month. The expenses are already coded. Everything the invoice needs is already in your systems; someone just re-types it every month. We make the invoice assemble itself and wait for one approval.
THE INVOICING WAY04 / 11
✓Draft every invoice from what already existsFirst
✓Send after one approval, grouped per clientThen
✓Chase, reconcile and report without a humanAlways
Month-end
in an afternoon.
Your pricing stays yours. We automate the assembly, not the judgement.
WHERE ARE YOU TODAY?
Three stages.
Most organizations are stuck on two.
Having invoicing software is the easy part. Getting the invoices built, sent and paid without a two-day scramble is what's missing.
Software, but built by hand
QuickBooks or Xero in place. Every invoice still typed, every reminder still a decision.
Two days of month-end, every monthDuplicates and missesNobody chases until it's awkward
Invoices that build themselves
Drafts appear on the 1st. One approval. Reminders and reconciliation happen on schedule.
Month-end in an afternoonDays-to-paid fallsYou know who owes what, today
Invoicing takes you from two to three in six weeks.
THREE STEPS. ONE APPROVAL.
Draft it. Approve it.
Let it chase.
We connect hours, retainers and expenses to your ledger so every invoice drafts itself, then set the approval, reminder and payment rules so the rest runs on schedule.
01
Draft it
On the 1st, every client's invoice drafts itself: retainer lines from the contract, hours from the tracker grouped the way that client expects, re-billable expenses from the cards with receipts attached. Rates, terms and tax codes set once, per client, and checked monthly.
Anything odd in this month's drafts?
Ask it anything. Try it.
02
Approve it
One person reviews the drafts in one screen, fixes anything odd, and approves. Invoices go out branded, with a payment link. Deposits and milestones for project work trigger from the proposal being signed, not from someone remembering.
03
Let it chase
Reminders at the intervals you choose, in your tone, stopping the moment payment lands. Payments reconciled to the ledger automatically. A weekly view of who owes what, and a monthly check that terms and rates still match the contracts.
WHAT YOU GET
Not a template.
A billing run that runs itself.
Measured, not promised. Every one of these is checked with you before we call it done.
Every invoice drafted
on the 1st.
From the hours, retainers and expenses that already exist. Grouped the way each client expects. Nothing re-typed, nothing missed.
One approval,
then it's gone.
A single review screen. Branded invoices with a payment link, out the same morning. Deposits and milestones trigger from the signed proposal.
Chased, paid,
reconciled.
Reminders in your tone on your schedule. Payments reconciled automatically. You know who owes what, today, not at quarter-end.
Pairs with Time Tracking and Receipts & Expenses.
Confirmed hours and coded expenses flow straight into the drafts. Buy one, add the others when you're ready.
HOW WE KEEP IT RIGHT
Automated, never
unsupervised.
An invoice is a promise about your work. These rules keep a human in charge of the judgement while the assembly runs itself.
01
Nothing is sent without an approval.
Drafts wait. One person, one screen, one click. The rule never changes.
02
Your tone, your schedule.
Reminders are written in your words and spaced the way you'd do it, stopping the moment payment lands.
03
Rates live in the contract.
Per-client rates, terms and tax are set once from the agreement and checked monthly.
04
The ledger stays the ledger.
QuickBooks or Xero remain the source of truth. Your accountant sees everything, as before.
House rule
You own everything.
The prompts, the agents, the rules, the templates, the data and the accounts. Everything is set up in your tenant, in your name. Leave any time and take all of it; nothing GoodOps builds is a reason to stay.
Your tenantYour accountsNo lock-in
THE 30-MINUTE MINI-DIAGNOSTIC
Your rollout plan,
before you commit to anything.
Three questions: what do you bill (retainers, hours, projects, expenses), how does month-end happen today, and which tools already hold the pieces? Every tool lands in one of four states. That list is the plan.
Activate
You have it. It's off.
Recurring invoices and payment links exist in your ledger but aren't used. We switch them on.
e.g. QuickBooks recurring, Xero repeating, Stripe linksOptimize
It's on. Still by hand.
Software sends the invoice but someone builds every line. We connect the sources.
e.g. Invoices typed from timesheetsMigrate
Three places to bill from.
A spreadsheet, the ledger and a proposal tool. We route it all through one.
e.g. Spreadsheets, Word invoices, old templatesGood to go
Already working.
Your ledger, your payment processor, your accountant. We plug in.
e.g. QuickBooks Online, Xero, StripeWe run this on ourselves.
GoodOps invoices draft from our own hours and retainers on the 1st. One approval, out the door.
6 WEEKS, THEN IT JUST RUNS
Clear steps.
A clear "done" for each.
You approve before we move to the next step. We start with one team or one cycle, prove it, then roll it out to everyone.
Weeks 1–2
Set up
Clients, rates, terms and tax codes set up from the contracts. Hours, retainers and expenses connected. Reminder tone and schedule agreed.
Weeks 3–4
First run live
One billing cycle on the new system for every client. Drafts checked line by line against last month. Payment links tested.
Weeks 5–6
Everything
Reminders live, reconciliation automatic, the old spreadsheet retired. Weekly who-owes-what view handed over.
Ongoing
Looked after
Runs on your GoodOps retainer. Monthly check of rates against contracts, new ledger and payment features switched on.
HOW IT'S SOLD
Typically CAD 8k–15k, fixed after the mini-diagnostic.
Then Invoicing runs on your GoodOps fractional retainer. Set-up of recurring billing and the move off spreadsheets are part of the module, not an extra line.
The mini-diagnosticThirty minutes. Where the problem lives today, where it needs to go, and a four-state plan for every tool.
Free30 minutes
Set-up & rollout6 weeks. Fixed after the mini-diagnostic, based on your size and how many places the problem lives today.
CAD 8k–15ktypical, fixed after the call
Looked afterIncluded in your GoodOps retainer: checks, quality reviews, new features, a named contact.
Retainerno separate care fee
Software: Your ledger is what you already pay. Payment links cost a small percentage per transaction, usually recovered many times over in days-to-paid.
FAIR QUESTIONS
Before you
say yes.
The things owners ask us on the first call.
We bill fixed-price projects, not hours. Does this apply?
Yes. Deposits and milestones trigger from the signed proposal and the project plan rather than from hours. Retainers draft from the contract; hourly work drafts from the tracker. Most organizations have a mix.
Will clients get annoyed by automatic reminders?
Not when they're in your tone, spaced the way you'd do it, and stop the instant payment lands. Most clients prefer a predictable, polite reminder to a surprised phone call on day 45.
Do we have to change accounting software?
No. QuickBooks or Xero stay the ledger and your accountant sees everything as before. We connect the sources that feed the invoice and switch on the features you're already paying for.
What if an invoice needs a human touch?
Every draft waits for approval, and you can edit any line. The point is that the ordinary eighty percent assemble themselves so the unusual twenty percent get your attention.
Can we take payment online?
Yes. A payment link on every invoice through Stripe or Plooto, reconciled to the ledger automatically. Days-to-paid typically falls by a week or more.
What does it cost?
The 30-minute mini-diagnostic is free. From it you get a fixed price for the six-week set-up, typically CAD 8,000–15,000 depending on how many clients and billing types you have. Once live, it runs on your GoodOps retainer.
MONTH-END IN AN AFTERNOON.
Stop building
the same invoice
every month.
Book the 30-minute mini-diagnostic. We'll map what you bill, how month-end happens today, and give you a four-state plan for every tool.
A conversation about your organization.
Not a demo of software.