FrostFlow Services
▼ 85 %
Admin work
100 %
Invoice compliance
< 1 min
Job → Invoice time
Stack
Airtable · Gmail · Xero · Twilio
Jobs
~30/day
Industry
Refrigeration
Go-live
Jan 2024
The challenge
Invoicing was manual, delayed, and often missed payment reminders.
A hiccup on the way
Client Xero token expired mid-flow — resolved with auto-refresh script.
Swifto solution
Jobs marked “done” auto-trigger Xero invoice + SMS reminder.
Life after Swifto
All jobs billed on same day; no unpaid follow-ups needed.
▼ 85 %
Admin effort
< 1 min
Invoice latency
100 %
Job billing rate
Job marked done
Client updates Airtable or Google Sheet manually or via mobile app.
Trigger to Xero
Invoice pre-filled and sent automatically via Xero API.
Reminder sent
SMS sent via Twilio if unpaid in 3 days.
Implementation timeline
Day 0
Connect Airtable + Xero
Day 1-2
Test with 10 historic jobs
Day 3
Go live with 100% flow
“Our invoicing happens same-day now. That used to take hours.”
Sarah Donovan — Admin Manager
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15-minute call. Screen-share, no fluff.
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