Monthly billing and collections for an HR consultancy.
How an HR consultancy in Seri Kembangan stopped rebuilding 120 retainer invoices every month, and stopped chasing payment by hand.
October billing run
Changed9All118| Client | This month | RM | Why it changed |
|---|---|---|---|
| Terataisari Foods Sdn Bhd | Retainer + payroll | 4,500 | Headcount 132 → 140 |
| Klinik Medikora | Retainer + payroll + extra | 4,704 | Leave policy review |
| Nusavolt Engineering | Retainer + payroll + extra | 4,110 | Handbook update |
| Araskini Logistik | Retainer + payroll | 2,960 | Headcount 61 → 64 |
| Jatiwangsa Properties | Retainer + extra | 1,980 | Training, 1 day |
| Bayulima Studio | Retainer + payroll | 1,100 | First month |
| Halvora Hotels | Retainer + payroll | 5,950 | Headcount 286 → 290 |
| Lumora Bakeries | Retainer + payroll | 2,700 | Headcount 77 → 80 |
| Kirana Dental Group | Retainer + payroll | 2,385 | Headcount 41 → 39 |
Billing
Your HR and payroll firm
On screen: Retainer invoices sent on time, and chased.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- HR and payroll consultancy, Seri Kembangan
- Team
- About 15 staff, 2 partners
- Clients
- About 120 on monthly retainers
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How billing worked before.
120 retainers, two spreadsheets and one long night in the office at every month-end.
At month-end, admin rebuilt about 120 invoices in a spreadsheet, then typed them into Xero.
Payroll fees depend on each client’s headcount. The numbers came from another spreadsheet, often a month behind.
One-off jobs, like a policy review or a handbook update, were sometimes never billed.
From each client’s plan to money in the bank.
Clients kept the same plans and the same invoices. The firm stopped building them by hand.
Every invoice prepared from each client’s plan.
On the last working day, invoices are prepared with headcount taken from that month’s payroll run.
Terataisari Foods
Billing planInvoicesContacts| How they are billed | Charged | Rate |
|---|---|---|
| HR retainer | Every month | RM 2,400.00 |
| Payroll processing | Per staff, from the payroll run | RM 15.00 |
| Minimum payroll fee | If under 80 staff | RM 1,200.00 |
| One-off jobs | When a consultant logs one | As quoted |
| Service tax | On every invoice | 8% |
Clients get the invoice, the e-invoice and a way to pay.
Approved invoices go into Xero and are sent to MyInvois, and each client gets it all in one link.
RM 4,860.00
Terataisari Foods Sdn Bhd · due Fri 13 Nov
Polite reminders, until it’s paid.
A reminder goes out when an invoice falls due, another a week later, then a partner calls.
Collections · open invoices
BoardListRM 2,138.40 · due Fri 20 Nov
RM 1,188.00 · due Fri 20 Nov
RM 4,438.80 · 3 days late
RM 5,080.32 · 3 days late
RM 6,642.00 · 10 days late
RM 1,944.00 · 32 days late · September
The partners see billed, paid and late on the phone.
Every morning they see who is late, with the next step for each client already planned.
October billing
118 invoices · sent Fri 30 Oct
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Everyone who touches an invoice.
Three teams feed the run, and a partner follows up the late ones.
- LVBilling admin · Lavanya
Checks only the invoices that changed, then sends the whole run.
- Consultants
Log one-off jobs when they finish, so every job is billed.
- Payroll team
Close each payroll run, and the headcount flows into billing.
- Clients
Get one link with the invoice, the e-invoice and a way to pay.
- EDPartner · Edwin Danker
Sees who has paid every morning, and calls only when it’s needed.
- No more rebuilding invoices every month.
- One-off jobs billed, not forgotten.
- Everyone knows who has paid and who hasn’t.
Invoices first, then collections.
In two phases, so the first invoices went out from the system within weeks.
Invoices out on time
Paid, without chasing by hand
Want billing like this for your firm?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Does it replace Xero?
No. Xero stays. Invoices and payments go into it automatically, so nobody types them twice. It can also work with SQL Account or AutoCount.
Can each client be billed differently?
Yes. Each client has their own plan: a fixed retainer, a fee per staff, a minimum fee, yearly items or any mix of these.
Can we start with just the billing run?
Yes. The billing run with Xero and MyInvois can go first, as part of the same fixed quote. Online payment and reminders follow in the second phase.
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