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Invoice Check Simpro, ServiceM8 or AroFlo to Xero or MYOB Enquiry and Quote Follow-up Email or web form to a reply your staff approve Job Profit Report Simpro, ServiceM8 or AroFlo with Xero or MYOB KPI Report Jotform, Airtable and n8n Supplier Bill Approval Supplier bills in MYOB or Xero
Pricing Work Insights About AI Labs Get a free fit check by email

Stop typing the same work into two systems.

You run Xero, MYOB or QuickBooks and the tools around them. I take one workflow your team does by hand every week and build it once, at a fixed price. Rules and Claude do the checking; your team approves anything odd. From A$3,900, built by Renzo Demartini, Chartered Accountant.

Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit

Works Better builds one workflow at a time, at a fixed price. Whole-business change across several systems, strategy and boards is renzodemartini.com.

Trades and field service first, then accounting and law firms, wholesalers, online stores, manufacturers and clinics. The test isn’t your industry: it’s admin done by hand, the same way, every week.

The work is done. The paperwork is not.

The work happens in the field, on the floor or on the phone. The admin happens later, somewhere else.

Re-keying after hours

A closed job is typed into Xero or MYOB again, often when the day is over.

Chasing the numbers

What a job made, or how the team went this month, means lining up three places by hand.

Enquiries that wait

They arrive while the team is busy. The reply, the quote and the follow-up all wait.

Repeat tasks with clear rules are good candidates for automation. A person still checks the parts that matter.

Real work, and what you get

Two paid builds for named clients, and two deliverables you can open now. Where a figure wasn't measured, I don't quote one.

Paid client work Elliotts Landscape · Harrys Tyres

KPI reporting, one build for each business

Before, each business4 ha month, plus countless emails

After1 clickper KPI submission

About 48 hours a year back at each business, by my estimate. That is time, not cash.

  1. Jotform form
  2. Airtable calculates
  3. n8n sends the emails
  4. KPI written back

Both businesses agreed to be named. The 4 hours is my estimate of the monthly effort before each build. Revenue and dollars saved were not measured.

Sample deliverable Audit report

What the A$990 audit hands you

  • The top 3 things worth automating, each with a fixed quote
  • Sample cash: nine unbilled extras in four weeks came to A$1,480
  • Sample time, counted apart: about 6 hours a week of checking

A made-up electrical contractor. Every figure is invented to show the format.

Read the sample report

Working demo Invoice Check result

An extra nobody quoted, caught before the invoice

  • Sample cash: A$198 on one job, an extra outlet
  • A person approves it before it reaches Xero or MYOB
  • The check is the same every time

Sample data in the demo below. Nothing connects to a real account.

Watch the check run

Hours and dollars are counted apart. Running costs are beside the prices below.

Selected past work

Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ

About Renzo

The same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.

A fit check, an audit, then a build

  1. FreeBy email

    1. Fit check

    • The form comes first: your software, the workflow to fix, your team size and timing
    • I reply by email, usually with a question or two
    • I tell you whether it is a fit before you pay anything. No call needed

  2. A$9905 working days

    2. Workflow audit

    • The next step after the fit check, for one workflow
    • A written report: the top 3 candidates, with a fixed quote for each
    • Credited in full to a build signed within 30 days

  3. From A$3,9002–8 weeks

    3. Build

    • Written acceptance criteria, agreed first
    • Built, tested against those criteria and handed over
    • 30 days of fixes after delivery. Support after that is optional

The 5 working days start once read-only access is granted. How the audit works

Five fixed-price builds

Your job software and your accounts don't check each other. I build the check, as an accountant would. Prices in AUD, no GST charged. Each build says where a person approves.

Invoice Check

2–3 weeks

Pays for itself in a year at A$325 a month in cash recovered or costs avoided

  1. Simpro
  2. Claude checks
  3. You approve
  4. Xero or MYOB
See Invoice Check

A$3,900

Supplier Bill Approval

2–3 weeks

Pays for itself in a year at A$325 a month in cash recovered or costs avoided

  1. Supplier bill
  2. Claude reads
  3. You approve
  4. MYOB or Xero
See Supplier Bill Approval

From A$3,900

Enquiry and Quote Follow-up

3 weeks

Pays for itself in a year at A$410 a month in cash recovered or costs avoided

  1. Email or form
  2. Claude drafts
  3. Staff approve
  4. CRM
See Enquiry and Quote Follow-up

A$4,900

Job Profit Report

3–4 weeks

Pays for itself in a year at A$495 a month in cash recovered or costs avoided

  1. Simpro + Xero
  2. Rules reconcile
  3. Claude's note
  4. Monday report
See Job Profit Report

A$5,900

KPI Report

3 weeks

Pays for itself in a year at A$410 a month in cash recovered or costs avoided

  1. Jotform
  2. Airtable
  3. n8n automates
  4. Emails + KPI filed
See KPI Report

A$4,900

Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build. The payback lines above count cash only, and the audit's report puts hours beside them separately.

Get a free fit check by email

Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.

Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.

Watch a workflow run

An Invoice Check on sample data. Claude reads the closed job, the rules check it against the quote, and the office decides.

AI workflow · job → draft invoiceDemonstration

The quote the customer accepted. Quote 20010 to Harbour Cafe (sample): labour and materials, accepted on 2 October.

Then the job is done. Job 1042 is complete in Simpro. It looks routine.

Simpro · Quote 20010Accepted 2 Oct

Harbour Cafe (sample)

  • Labour12 h × $150$1,800.00
  • MaterialsCable and fittings$600.00
Subtotal
2,400.00
GST
240.00
Total incl. GST
$2,640.00

Simpro · Job 1042Complete

Harbour Cafe (sample)

  • Labour12 h × $150$1,800.00
  • MaterialsCable and fittings$600.00
  • Garage outletExtra fitting, added on site$180.00
Subtotal
2,580.00
GST
258.00
Total incl. GST
$2,838.00

Completed by Sam (sample) at 4:05 pm.

Claude reads both. Claude, Anthropic's AI model, turns the quote and the job into the same fields. It decides nothing.

Plain rules match them, line by line. The same checks every time. The customer, labour and materials match. One charge was never on the quote.

Read by Claude Quote 20010

Read by Claude Job 1042

Customer

Quote 20010: Harbour Cafe

Job 1042: Harbour Cafe

Labour, 12 h

Quote 20010: $1,800.00

Job 1042: $1,800.00

Materials

Quote 20010: $600.00

Job 1042: $600.00

Garage outlet

Quote 20010: Not quoted

Job 1042: $180.00

Total incl. GST

Quote 20010: $2,640.00

Job 1042: $2,838.00

  • No duplicate invoice found
  • Hours and materials match the job
  • Extra fitting is not on the quote

The difference, in dollars. The garage outlet adds $198.00 to what the customer agreed to pay.

Job 1042 against quote 20010

Quoted, incl. GST$2,640.00

+7.5%

On the job, incl. GST$2,838.00

Garage outlet, not on the quote
$180.00
GST, 10%
$18.00
More than the quote, incl. GST
$198.00

Added on site. The customer has not agreed to it on the quote.

Before anyone bills it, Claude checks with the tech. Sam did the job, so Sam knows what the customer asked for.

The office decides. You choose: approve the $180 or leave it off. Claude and the rules only bring it to you.

Messages · Job 1042

  1. Claude to Sam, the techThe $180 extra fitting on job 1042 is not on the quote. Did the customer ask for it?
  2. Sam repliedYes, an extra outlet in the garage. Photo is in the job notes.

Needs a decision Approved by the officeLeft off by the office

Add the $180 extra fitting to the invoice?

Sam confirmed it on site.

Claude drafts the email that explains the extra.The invoice goes without it. The job keeps a note. Saved in Xero, not sent: $2,838.00, with the extra fitting on its own line. Claude's email to the customer waits for Jess to send it.Saved in Xero for the quoted work, not sent: $2,640.00. A note on job 1042 keeps the $180 for a follow-up.

OutlookDraftsSimulated

Invoice INV-0427 for job 1042 Ready for you to send

From
Jess (sample), office@example.org
To
Harbour Cafe (sample), accounts@example.com

Hi Tom,

Your invoice for job 1042 is attached: $2,838.00 incl. GST.

One item was not on quote 20010: the extra outlet in the garage you asked Sam for on site. It is $180.00 plus $18.00 GST, so $198.00 more than the quote. Everything else matches the quote.

Thanks, Jess

INV-0427.pdf

Drafted by ClaudeExtra approved by Jess (sample)Not sent until Jess sends it

XeroBusiness › InvoicesSimulated

Invoice Draft

To
Harbour Cafe (sample)
Reference
Job 1042
Invoice #
INV-0427
Date
9 Oct
Due Date
23 Oct
Amounts are
Tax exclusive
DescriptionQtyPriceTax RateAmount AUD
Electrical labour12150.00GST on Income1,800.00
Materials1600.00GST on Income600.00
Extra fitting (variation)1180.00GST on Income180.00
Subtotal
2,580.00
Total GST 10%
258.00
Total
2,838.00

Draft saved in Xero (simulated). Nothing is sent to the customer until you send it.

XeroBusiness › InvoicesSimulated

Invoice Draft

To
Harbour Cafe (sample)
Reference
Job 1042
Invoice #
INV-0427
Date
9 Oct
Due Date
23 Oct
Amounts are
Tax exclusive
DescriptionQtyPriceTax RateAmount AUD
Electrical labour12150.00GST on Income1,800.00
Materials1600.00GST on Income600.00
Subtotal
2,400.00
Total GST 10%
240.00
Total
2,640.00

Draft saved in Xero (simulated) for the quoted work. The $180 extra fitting is kept for a follow-up.

SimproJobs › Job 1042 › NotesSimulated

Job 1042 · Harbour Cafe (sample) Complete

  • Jess (sample), office · 9 Oct, 4:32 pmGarage outlet, $180.00 plus GST, left off INV-0427: it was not on quote 20010. INV-0427 is drafted for the quoted $2,640.00. Agree the outlet with Harbour Cafe before it is billed.
  • Sam (sample), tech · 9 Oct, 4:05 pmJob complete. Extra outlet in the garage, asked for on site. Photo attached.

Follow up: garage outlet variation, $180.00 plus GSTAssigned to Jess (sample) · Due 16 Oct

Note drafted by ClaudeLeft off by Jess (sample)

End of the day Every closed job is checked before its draft invoice reaches Xero, whether your existing integration or the build creates it. Only the mismatches wait for you, with the tech's answer and a note from Claude.

These are demonstrations. They use sample data and simulated Claude steps. Nothing connects to your accounts, sends a message or changes a record.

A$198 caught on one job in the sample run: an extra outlet nobody quoted, found before the invoice went. That is cash on one sample job, not a promise.

Cash on one sample job, not hours. Running costs are with the prices above.

What an AI workflow is

Claude reads it. Rules check it. You approve it.

One job, start to finish (sample data). Claude is Anthropic's AI model.

  1. 01 · ArrivesWork comes in

    Simpro Job 1042 Complete

    • Labour, 12 h$1,800
    • Materials$600
    • Extra fitting$180
  2. 02 · ClaudeClaude reads it
    Customer
    Harbour Cafe
    Quote
    20010, labour + materials
    New
    Extra fitting, $180

    Not on the quote. Asking Sam, the tech.

  3. 03 · RulesRules check it
    • No duplicate invoice
    • Hours match the job
    • Not on the quote
  4. 04 · YouYou approve what matters

    Extra fitting, $180Sam confirmed it on site

  5. 05 · DoneYour systems are updated

    Xero INV-0427 Draft

    $2,838.00

    Not sent. Ready for you in Xero.

At the end of the day The routine work is done and filed. Only the exceptions are waiting for you, each with Claude's note on why.

Claude does

Reads PDFs, emails and job notes. Sorts, summarises and drafts. Explains why something was flagged.

Rules do

Match totals, find duplicates, check codes and limits. The same way every time.

You do

Approve money and anything a customer sees. Decide the exceptions. Nothing is paid or sent outside the rules you agree.

Works with Xero, MYOB, QuickBooks, Simpro, ServiceM8, Employment Hero, HubSpot, Shopify and the tools you use

Job and workshop software

  • Simpro
  • ServiceM8
  • AroFlo
  • BUZ Software
  • Workshop Software

Accounting

  • Xero
  • QuickBooks
  • MYOB

Payroll and rostering

  • Employment Hero
  • KeyPay
  • Tanda

Spreadsheets, data and documents

  • Smartsheet
  • Airtable
  • Jotform
  • Excel
  • SharePoint

Automation and email

  • n8n
  • Zapier
  • Outlook

AI models

  • Claude
  • ChatGPT

Product names belong to their owners. Listed only to show what I work with. No affiliation or endorsement is implied.

Questions before we talk

1. What access do you need to my systems, and is my data safe?

Yes. The audit is read-only, and we agree that access before any work starts. Builds run in accounts in your name, so your data stays in your systems. Claude runs through business API access, where your data isn't used to train models, and every AI service is named in the written scope before work starts.

Please don't send passwords or confidential records through the enquiry form. How your details are handled is explained in the privacy policy.

2. Does Claude or any AI model train on my data?

No. I use business API access, where your data isn't used for model training, and I name every AI service in the written scope before work starts.

3. Who owns the workflow?

You do. It runs in accounts in your name (n8n, Zapier, Airtable), and you get the logins and a written handover.

4. What if you're unavailable?

Every build ships with handover documentation another developer can follow, and runs on mainstream tools, not code only I understand.

5. Is this only for trades businesses?

No. Trades and field service are where most of my examples come from. Accounting and law firms, wholesalers, online stores, manufacturers and clinics have the same kind of repeat admin. The test is not your industry. It is whether the same steps are done by hand again and again, and whether a person can check the parts that matter.

6. My software is not on your list. Can you still help?

Tell me what you use. The audit starts with the software you already have and checks what it can already do. The usual names are listed under Works with above, and most others with an API or an export can be connected. If your setup is a poor fit, I will say so in the audit.

7. Do you work with MYOB as well as Xero?

Yes. The builds are offered for Xero and MYOB, at the same prices. I have done MYOB client work, including a Tanda to MYOB link, MYOB charts of accounts, KPI reporting, and month-end and year-end. My published case studies so far are on Xero, and I am Xero certified.

8. Will AI send things to my customers without anyone checking?

No. Anything that goes to a customer, posts or pays waits for a person. In Simpro to Xero invoice checks, exceptions wait in a queue for a person. In automated quote follow-up, AI drafts the reply and your staff approve it before it goes. Internal notices, such as the KPI Report's emails to staff, can go automatically once you've agreed them.

9. What happens after the build?

You get 30 days of fixes. The acceptance criteria are written down before the build starts, so both of us know what ‘done’ means. After that, a support plan is optional: Care is A$350 a month, with 30 days' notice to cancel.

10. Do you work with New Zealand businesses?

Yes. I work remotely across Australia and New Zealand. Prices are in Australian dollars, and New Zealand clients are quoted in Australian dollars. How I work with New Zealand businesses

Still deciding? Get a free fit check by email.

A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.

Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit