Full Operations Automation for UK Property Consultancy
End-to-end operations system for a UK property consultancy — Monday.com as the central hub, Xero for accounting, and Make.com as the automation engine. One status change creates a fully formatted Xero quote or invoice instantly.
The Problem
The consultancy was running their entire operation on spreadsheets. Quotes were written manually in Word, invoices were typed into Excel and re-entered into Xero by hand, and there was no single view of the business financially. With 200+ active jobs across multiple client types, the manual overhead was unsustainable. Invoice creation alone took 20+ minutes per invoice, and there was no real-time visibility into pipeline health, outstanding payments, or resource workload.
The Solution
Built a 5-board Monday.com workspace covering the full business lifecycle — Companies/Clients, Jobs, Invoices, Staff/Resources, and Recorded Hours. Connected it to Xero via Make.com and the Xero API so that a single status change in Monday creates a fully formatted quote or invoice in Xero instantly. Quotes and invoices are pushed via API with correct line items, VAT, account codes, invoice numbering, branding, and payment terms — zero manual entry in Xero. A live Sales Dashboard gives leadership real-time visibility across the entire business.
How It Works
Rep creates a job in Monday — links client, adds line items as subitems with fees
Status changes to Create Quote → Make fires instantly → Xero quote created with full formatting, terms, and branding
Quote is checked and sent from Xero — rep marks it as Quote Sent in Monday
Client accepts → status changes to Quote Agreed → job moves to Proceeding group automatically
When ready to invoice — rep adds subitems with Xero product codes, changes status to Create Invoice
Make creates the Xero invoice via API — line items, VAT at 20%, correct account code (4000), 14-day due date, invoice number in sequence
Invoice is sent to client automatically — Make emails it from Xero
Invoice row created on Invoices board in Monday and linked back to the job
Job totals — Invoiced, Paid, Balance to Invoice — update automatically via mirror columns
Sales Dashboard shows pipeline value, outstanding payments, revenue trend, and resource workload in real time
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