The problem
Xero is the books. That is a good job for it. It is a poor job for “who did we invoice, who has not paid, and who do we need to nudge.” So the pipeline lives in a spreadsheet: number, customer, amount, due date, a status column, and a colour you change when you remember.
You still enter the invoice in Xero when it is real. You still update the sheet. You still ask in chat whether last month’s work was billed. The customer name is spelled three ways. Overdue is a feeling.
Using Xero as that pipeline means living in aged receivables when you wanted a list: draft, sent, overdue, paid, and who to call. You do not need another accounting product. You need the chase to stop being a tab you dread.
How Thogits is that system
You describe the invoice tracker you actually run. Thogits stores invoices as records and builds pages on them: who owes what, an overdue list, an invoice page. Those screens sit on the same records as customers and projects, so an invoice can belong to a customer and a piece of work.
Xero can stay the books. Thogits is not a Xero replacement and there is no Xero sync product. You keep accounting where it belongs. This is the operational list — what is out, what is late, what you said you would send.
Invite the team. Everyone in the workspace sees the same invoices. There are no per-record permissions. Fine when two people chase payment. Wrong if finance needs a locked-down ledger UI; that is still Xero.
An assistant can work the list in chat, by email, or on a phone call. “What’s overdue?” “Mark 1042 paid.” “Draft a chase note for anything over 14 days.” It does not send SMS, and it does not file VAT returns.
A scheduled job can send you overdue invoices every Monday. It does not fire the instant a status field changes.
The list syncs across web and iOS. There is no offline mode. MCP, if you use it, reads and writes records only.
What you actually use
An invoice tracker in Thogits is usually four objects and a few pages.
- Invoice — number, customer, amount, issued date, due date, status (draft, sent, overdue, paid), notes.
- Customer — who owes you, how to reach them, related invoices.
- Line or project (if you need it) — what the invoice is for.
- Person — who owns the chase.
Pages you open:
- Who owes what — sent and overdue, with totals you can scan.
- Overdue — due date in the past, not paid.
- Invoice detail — amounts, dates, customer, linked work, last note.
- Customer detail — every invoice for that customer, open and paid.
Example: invoice 1042, a bakery you design for, 2,400, due 12 March, overdue, linked to project “March retainers,” owner Maya. Note: “emailed 18 March, they said Friday.” You open the invoice and that is the story. You still put the paid invoice into Xero when it hits the bank.
Ask the assistant: “List overdue over a week” or “Mark 1042 paid, note received today.” Same records the overdue page shows.
Why this instead of a spreadsheet and Xero-as-pipeline
A spreadsheet is honest until the status column lies. It cannot link to the customer and the project without IDs you maintain by hand. An assistant cannot update it from a phone call.
Xero is the ledger — aged receivables and GST. It is not where you run “draft → sent → chase → paid,” and it will not be your CRM.
An invoice table you babysit is still a table. Xero can stay the books. This is who owes what.
Thogits is the pipeline: invoices as records, screens on those records, a scheduled overdue list, an assistant that can mark paid. Type into Xero what belongs in the books. Do not wait for a sync product that is not here.
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