Never Miss an Invoice

How this works

A real report

This is a real report on my own company's Xero file, 2026-07-28. Names are changed. Nothing else is.

About $6,819.90 looks like it has quietly stopped being billed.

Four figures, deliberately not added up Ex GST, read from the invoices themselves

Sitting in Xero right now

$0

Nothing written up and never sent. This is the only figure I state as fact.

Looks like it stopped being billed

about $6,819.90

Worked out from this book's own billing history. An estimate, and every one shows its working.

Never repriced

about $2,864.28

Nobody owes you this. It is a decision, not a debt, and it is kept out of both figures on the left.

Billed late, already landed

$23,270.26

You got this money. Months after you had paid the wages for it.

Money that was never billed 3

Work that was done and never invoiced. This is the part worth chasing.

CERTAIN ESTIMATE
about $5,312.40
Estimate from this book’s history, ex GST

Customer A has a recurring invoice that stopped running

Customer A

It bills $1,328.10 every 1 monthly, and the template was deleted. Nothing has been invoiced since.

How I got that

$1,328.10 per run, evidenced on the template, times 4 runs missed since 2026-03-10, counted on the template's own 30-day cycle

  • Repeating template · [Month Year-1] · Customer A
  • Template status · DELETED · $1,328.10 ex GST · every 1 monthly
  • Observed cadence · matches the template's 30-day cycle
  • Last invoice raised · INV-3255 · 2026-02-09
CERTAIN ESTIMATE
about $517.50
Estimate from this book’s history, ex GST

Customer B has a recurring invoice that stopped running

Customer B

It bills $517.50 every 1 monthly, and the template was deleted. Nothing has been invoiced since.

How I got that

$517.50 per run, evidenced on the template, times 1 run missed since 2026-06-10, counted on the template's own 30-day cycle

  • Repeating template · [Month Year-1] · Customer B
  • Template status · DELETED · $517.50 ex GST · every 1 monthly
  • Observed cadence · matches the template's 30-day cycle
  • Last invoice raised · INV-3323 · 2026-04-07
LIKELY ESTIMATE
about $990
Estimate from this book’s history, ex GST

Customer C has a recurring invoice that stopped running

Customer C

It bills $330 every 1 monthly, and the template was deleted. Nothing has been invoiced since.

How I got that

$330 per run, evidenced on the template, times 3 runs missed since 2026-02-27, counted on their observed billing interval of about 48 days, which is slower than the template's 30

  • Repeating template · [Month Year -1] · Customer C
  • Template status · DELETED · $330 ex GST · every 1 monthly
  • Observed cadence · about every 48 days · runs counted at that rate, not the template's
  • Last invoice raised · INV-3306 · 2026-02-17

Worth a look, but not money you are owed 4

Rates that have never moved. Nobody owes you this. It is a decision, not a debt.

CERTAIN ESTIMATE
about $1,470.12
Estimate from this book’s history, ex GST

Customer D has been on the same rate for 49 months

Customer D

"Medical Suite Cleaning: Programmed Maintenance Service: May 2026" has been $955 a unit since 2022-06 and has never moved.

How I got that

what a 3% a year uplift would have added, over 49 months, across roughly 12 billed lines a year. A rule of thumb, not an index, and not money you are owed

  • Unit price · $955 ex GST · identical on all 48 invoices
  • Unchanged since · 2022-06 · latest 2026-07
CERTAIN ESTIMATE
about $450.36
Estimate from this book’s history, ex GST

Customer E has been on the same rate for 48 months

Customer E

"Medical Suite Cleaning: Programmed Maintenance Service: June 2026" has been $299 a unit since 2022-07 and has never moved.

How I got that

what a 3% a year uplift would have added, over 48 months, across roughly 12 billed lines a year. A rule of thumb, not an index, and not money you are owed

  • Unit price · $299 ex GST · identical on all 47 invoices
  • Unchanged since · 2022-07 · latest 2026-07
CERTAIN ESTIMATE
about $408.12
Estimate from this book’s history, ex GST

Customer F has been on the same rate for 48 months

Customer F

"Office Cleaning: Programmed Maintenance Service: May 2026" has been $271 a unit since 2022-07 and has never moved.

How I got that

what a 3% a year uplift would have added, over 48 months, across roughly 12 billed lines a year. A rule of thumb, not an index, and not money you are owed

  • Unit price · $271 ex GST · identical on all 47 invoices
  • Unchanged since · 2022-07 · latest 2026-07
CERTAIN ESTIMATE
about $535.68
Estimate from this book’s history, ex GST

Customer G has been on the same rate for 44 months

Customer G

"Office Cleaning: Programmed Maintenance Service Service Month: May 2026" has been $390 a unit since 2022-10 and has never moved.

How I got that

what a 3% a year uplift would have added, over 44 months, across roughly 12 billed lines a year. A rule of thumb, not an index, and not money you are owed

  • Unit price · $390 ex GST · identical on all 43 invoices
  • Unchanged since · 2022-10 · latest 2026-06

Already billed, just late 2

You got this money in the end. It is here because the delay is the pattern worth seeing, not because anything is outstanding.

CERTAIN ON A RECORD
$19,609.98
On a record in Xero, ex GST

Invoicing stopped across 11 customers and was caught up in 2026-02

11 customers

This is not 11 separate problems, it is one. Invoicing went out late or not at all for a stretch, and $19,609.98 ex GST of it landed in 2026-02 in one hit. The work was done and the wages were paid months before the money came in.

How I got that

  • Customers affected · 11 went quiet · all caught up in 2026-02
  • Delayed billing in that month · $19,609.98 ex GST
  • Gaps run from · 2025-09 · longest 4 periods (Customer H)
  • Aeon Media Group Ltd · $3,975 ex GST in 2026-02 · normally about $1,057.50 a period
  • Customer H · $3,030.30 ex GST in 2026-02 · normally about $750.65 a period
  • Customer D · $2,872.99 ex GST in 2026-02 · normally about $955 a period
  • Customer A · $1,992.15 ex GST in 2026-02 · normally about $885.40 a period
  • Eugenius Investments Pty Ltd · $1,635 ex GST in 2026-02 · normally about $350 a period
  • And · 6 more on the same pattern
LIKELY ON A RECORD
$3,660.28
On a record in Xero, ex GST

Customer H went 3 months without an invoice, then was caught up in one

Customer H

The work carried on, the invoicing did not. $3,660.28 ex GST went out in 2026-06 covering about 4 months. You got the money in the end, months after you had paid the wages for it.

How I got that

  • Normal billing · monthly · 38 billed months · $750.65 ex GST in a typical month
  • Nothing invoiced · 2026-02 to 2026-06 · a gap of 3 months
  • Then 2026-06 carried · $3,660.28 ex GST · about 4 months in one hit
  • Catch-up invoice · INV-3349 · 2026-06-04 · $3,660.28 ex GST

What I looked for

Recurring invoice templates that stopped running
Regular customers who went quiet while the work carried on
Customers invoiced well under their own usual amount
Quotes that were accepted and never invoiced
Draft invoices written up and never sent
Rates that have not moved in years
Stretches where invoicing stopped and was later caught up in one hit

What this did not check

Connect a Xero file