Use Case
Invoice within hours, not weeks.
Cash flow suffers when invoices take days or weeks to reach the customer. BeanRails invoices from the job the moment it closes — the technician finishes the work, the invoice is on its way.
From job close to invoice in <1 hour · Online payments · SST/GST
The problem
The cash gap between work done and invoice paid.
The technician finishes the job on Monday. The office hears about it on Tuesday when the timesheet comes in. The invoice goes out Friday. The customer pays in 30 days. That's a 35-day cash gap — and it's the norm in field service.
The gap isn't because people are slow. It's because the data lives in three places: the technician's head, a paper job sheet, and the office spreadsheet. BeanRails collapses all three into one record, and the invoice falls out the bottom automatically.
How BeanRails does it
Six steps from job close to paid invoice.
Job closed on the phone
Technician closes the job on the mobile app — parts, labour, any extras, customer sign-off. The job record is complete before they leave the site.
Invoice generated automatically
BeanRails takes the job record and turns it into a draft invoice — customer, line items, totals, tax, payment terms. No office retyping.
Office reviews exceptions only
The dispatcher or accounts reviewer only looks at jobs that need human attention — discount requests, partial completions, special pricing.
Invoice emailed to customer
Approved invoices are emailed to the customer with a payment link. The customer pays online or by bank transfer.
Payment tracked in BeanRails
BeanRails marks the invoice paid when the bank reconciliation matches. The AR dashboard shows outstanding balances in real time.
DSO trending down
BeanRails tracks days sales outstanding over time. Most customers see DSO drop from 45-60 days to 15-25 days within three months.
The outcome
What cutting DSO from 45 to 20 days does to your business.
Take a service business doing RM 200,000 (S$ 60,000) of monthly revenue. At 45 days DSO, RM 300,000 (S$ 90,000) is tied up in receivables at any time. At 20 days DSO, it's RM 133,000 (S$ 40,000). That's RM 167,000 (S$ 50,000) of working capital freed up — cash you can use to hire, buy vans, or just sleep better at night.
The compounding effect matters too. Faster invoicing means customers pay on time more often. Better payment behaviour means less time chasing. Less time chasing means the office can focus on the exceptions that actually need human attention.
And the customer experience improves. They get the invoice in their inbox within hours, with all the right line items and the job details attached. No more "what was this charge for?" emails at the end of the month.
FAQ
Common questions about invoicing on BeanRails.
How quickly can invoices go out after a job closes?
Most invoices are in the customer's inbox within an hour of job close. The technician closes the job on the phone, BeanRails generates the invoice, the office reviews exceptions only, and the customer is emailed — often before the technician is back in the van.
What happens to invoices that need human review?
Jobs that include discount requests, partial completions, or special pricing are flagged for the office to review before the invoice is sent. The dispatcher can approve, edit, or send the invoice manually.
Does BeanRails handle multi-line invoices with parts and labour?
Yes. Each job supports multiple line items — parts, labour, callout fee, after-hours premium, materials markup. BeanRails generates a clean invoice with the right tax and totals.
Can customers pay online?
Yes. BeanRails integrates with payment gateways (iPay88, Billplz, Stripe, etc.) for Malaysia and Singapore. Customers pay by card or FPX from the invoice email.
How does BeanRails handle SST and GST?
BeanRails supports Malaysia SST and Singapore GST — applied per product, per service, or per customer. Tax reports are generated for the relevant filing period.
What about credit notes and refunds?
BeanRails handles credit notes against invoices — partial or full — and the AR dashboard reflects the adjustments. Refund workflows are supported via the payment gateway integration.
Invoice within hours. Get paid faster.
Try BeanRails free for 14 days. Job-to-invoice automation, online payments, AR tracking, and DSO analytics — built in from day one.