Accounts Receivable Automation · Malaysia

Stop Chasing Overdue Invoices.
Let Xero & WhatsApp Do It For You.

If you're running a Malaysian SME, you already know the dread — a customer's invoice is two months overdue, and you have to personally write that awkward reminder. Again. We built a system that handles this automatically, every morning, with the right tone, through the right channel.

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Serving Malaysian SMEs · No technical knowledge required · You own the system

The Reality on the Ground

Malaysian SMEs Wait an Average of
94 Days to Get Paid

You issue an invoice with 30-day terms. Your customer doesn't pay on time. You send a reminder — eventually. According to Experian Malaysia's State of Credit 2025, Malaysian SMEs experience an average payment delay of 64 days beyond the invoice due date. Add those to your 30-day terms, and the average collection cycle stretches to 94 days.

64
Days Average Payment Delay
Beyond the invoice due date. Malaysian SMEs experience this on average — meaning your 30-day invoice is effectively a 94-day wait.
Source: Experian Malaysia, State of Credit 2025
94
Days Effective Collection Cycle
Net 30 terms + 64-day average delay = 94 days before cash hits your account. That's three months of working capital sitting in someone else's pocket.
Calculation: Net 30 + 64-day avg. delay (Experian Malaysia, State of Credit 2025)
39.5%
Malaysian MSME Contribution to GDP
MSMEs are the backbone of Malaysia's economy, yet cash flow problems from late payments remain a structural challenge across every sector.

Source: DOSM, 2024

Hardest-hit sectors (gap vs large corps):

  • Transport & Logistics — 26-day gap
  • Hospitality — 13-day gap
  • Wholesale — 10-day gap
Source: Experian Malaysia, State of Credit 2025
The uncomfortable truth: Most late payments aren't about customers refusing to pay — they're about customers who simply forgot, or assumed someone else already sent the reminder. A timely, polite nudge at the right moment recovers most of them without any awkwardness.

Plain-English Explanation

How the System Works

Four simple steps. No technical knowledge required on your end. Once it's live, it runs every morning on its own.

📊
Xero or QuickBooks

Our system connects securely to your Xero or QuickBooks Online account using OAuth2 — the same secure login method your bank uses. Every morning, it checks for any invoices that are past their due date.

OAuth2 · Secure
⚙️
n8n Automation Engine

n8n — a powerful workflow tool with an official Xero node — picks up the overdue invoices and decides what action to take based on how many days overdue each invoice is. Think of it as a very organised assistant who never sleeps.

n8n · Official Xero Node
🤖
AI Drafts the Message

An AI layer writes a personalised reminder using the customer's name, invoice number, and amount — in a tone that's polite but clear. No generic copy-paste templates. Each message reads like it came from you.

OpenAI · Personalised
💬
WhatsApp & Email Delivery

The reminder goes out via WhatsApp (using an approved Meta 'Utility' message template) and email simultaneously. When payment is detected, Xero is updated and the reminders stop automatically.

WhatsApp · Email · Auto-reconcile
Technical note (plain English): Xero doesn't send an automatic alert when an invoice becomes overdue. So our system combines Xero's event webhooks with a daily morning check — querying your Xero account for all invoices with a status of 'Authorised' and a due date before today. This is the correct, reliable approach. Same hybrid method applies for QuickBooks Online.

The Reminder Sequence

From Invoice Due to Payment Collected

We follow a thoughtful, graduated sequence — starting friendly and escalating only if needed. Most payments come in before Day 14.

Day 0
Invoice Due
Payment deadline reached. System begins monitoring.
1
Day 1
Polite First Reminder
Friendly nudge. Assumes good faith. Includes invoice PDF link and secure payment link.
WhatsApp
7
Day 7
Gentle Follow-Up
Checks if payment is on the way. Offers to re-send invoice or answer questions.
WhatsApp
14
Day 14
Payment Plan Option
Acknowledges the delay, offers an instalment arrangement to remove the customer's barrier to paying.
💡 Payment Plan
30
Day 30
Escalation Flag
Flags the account for your manual review. Serious cases may need a human conversation.
🚩 Flagged
Auto-reconciliation: The moment your Xero or QuickBooks detects an incoming payment, the reminder sequence stops automatically. No manual step needed. Your books stay up to date without any extra effort.

Accounting Integrations

Works With Your Existing Books

Whether you're on Xero or QuickBooks Online, we connect directly to the platform you already use. No switching, no data migration.

Xero

Malaysia's most popular cloud accounting platform for SMEs. We connect using Xero's official OAuth2 API and n8n's native Xero node for a reliable, maintainable integration.

  • Daily morning check for overdue invoices (Status = Authorised & DueDate < today)
  • Xero Webhooks + Accounting API polling — the correct hybrid approach
  • n8n official Xero node with OAuth2 authentication
  • Payment detection triggers automatic reconciliation in Xero
  • Supports multiple currencies and GST-inclusive invoices
Xero pricing in Malaysia (promo valid until 31 Dec 2026, prices in USD): Lite ~$3.50/mo · Starter ~$14.50/mo · Standard ~$25.00/mo. USD 1 ≈ MYR 4.11 (BNM, June 2026). Always verify current pricing at xero.com/my/pricing/.
QuickBooks Online

Widely used across professional services and retail. We use the same reliable hybrid method: QBO Webhooks for real-time events, combined with QBO's Query API for precise overdue detection.

  • QBO Webhooks + Query API: SELECT from Invoice WHERE Balance > 0 AND DueDate < today
  • OAuth2 secure authentication
  • Full invoice lifecycle tracking from issued to paid
  • Payment detection triggers auto-reconciliation in QBO
  • Supports MYR and multi-currency invoicing
Already have QuickBooks Online? We connect to your existing subscription — no additional accounting software needed.

Honest Transparency

WhatsApp Reminders — Done Right

WhatsApp is the most-read messaging channel in Malaysia — but it comes with rules that protect your customers and your business. Here's exactly how we handle it.

WhatsApp Business Compliance
Meta-approved Utility message template · Full opt-in/opt-out flow
Customer Opt-In
Your customers must have explicitly agreed to receive payment reminders via WhatsApp. We help you build a simple, compliant opt-in process as part of your onboarding.
Meta-Approved Template
All reminder messages use a 'Utility' category template pre-approved by Meta. No promotional content — just factual payment information related to an existing transaction.
Opt-Out Mechanism
Every message includes a clear way for your customer to opt out. This is mandatory and we build it into the flow automatically. Opted-out customers continue to receive email reminders only.
Message Cost (Post July 2025)
Since July 1, 2025, WhatsApp uses per-message pricing. Utility messages replied to within 24 hours = free. Outside the 24-hr window = approx. $0.017/message (industry estimates). Costs are very low in practice.
🔒 Security rule we never break: We never send card numbers, passwords, OTPs, or sensitive credentials via WhatsApp. Payment collection happens through a secure payment link (e.g. Billplz, iPay88, or your Xero/QBO payment gateway) that opens in your customer's browser — where encryption and security checks are in place.

Investment

Simple, One-Time Pricing

No monthly agency retainer. No percentage-of-collected-invoice fees. You pay once, we build it, you own it forever.

Accounts Receivable Automation
RM 8,500
One-time build fee · You own the system · No lock-in
What's Included
Full integration with Xero or QuickBooks Online (your choice)
Automated 4-stage reminder sequence (Day 1 → Day 7 → Day 14 → Day 30)
WhatsApp delivery via Meta-approved Utility template
Email reminders as a parallel channel
AI-personalised message drafting per invoice/customer
Auto-reconciliation when payment is detected
WhatsApp opt-in/opt-out compliance flow
Secure payment link integration (Billplz, iPay88, or Xero/QBO native)
You get the n8n workflow files — you own everything
60 days post-launch support — we fix any issues at no extra cost
Book a Free Call to Get Started Ask via WhatsApp

Build fee covers NexFlowsTech's design, development, and launch. Ongoing operational costs (n8n hosting ~USD 20/mo, WhatsApp API usage, OpenAI API calls) are separate and typically total RM 80–RM 200/month depending on invoice volume. We'll walk you through all costs transparently before you commit.

Common Questions

Frequently Asked Questions

Yes — Meta requires that customers opt in before receiving WhatsApp messages from a business account. In practice, this means collecting a simple agreement from customers at the time of engagement (e.g., in your proposal, service agreement, or a one-time WhatsApp message asking for consent). We design this opt-in flow as part of the build, so it's seamless and compliant. Customers who haven't opted in will still receive email reminders.
This is the most common concern — and it's a fair one. The reminder sequence is written specifically to be empathetic, not aggressive. The Day 1 message sounds like a helpful nudge, not a debt collector. The Day 14 message offers a payment plan, not a threat. In our experience, most clients find their customer relationships improve because the process is consistent and professional rather than awkward and irregular. The system only escalates to a firm tone after 30 days of no response.
Yes. We support both Xero and QuickBooks Online. For QuickBooks, we use their Webhooks API combined with the QBO Query API to detect overdue invoices — functionally identical to the Xero integration. The reminder logic, AI personalisation, WhatsApp delivery, and auto-reconciliation all work the same way. The RM 8,500 build fee covers either platform.
The system checks your Xero or QuickBooks account each morning before sending any reminders. If a payment has been recorded overnight, the reminder is skipped for that invoice and the sequence stops. For same-day payments — where a customer pays after the morning check — the system will detect the payment the following morning and stop the sequence. In rare cases where a duplicate message is sent, the AI-written copy is naturally apologetic in tone ("just checking in — please ignore if you've already sorted this"). We also build in a manual override panel so you can pause reminders for any invoice at any time.

Ready to Stop Chasing?

Your Next Invoice Reminder
Should Write Itself

Book a free 30-minute discovery call. We'll look at your current invoicing setup, tell you exactly what we'll build, and give you a clear picture of what it will cost to run — before you commit to anything.

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