Location: Manchester | Company Size: 6 staff | Switch: Paper → BillMate App + Web
This maintenance team previously relied on paper invoices and SMS notes. Customers often lost receipts and payments were delayed. They adopted BillMate’s iOS app on-site and used the Web App in the office. Invoices are now emailed instantly with professional templates, payment terms, and tax lines clearly shown. The live tracking means the office can see unpaid invoices and follow up with automated reminders.
- Average payment time reduced from 21 days to 9 days
- Customer satisfaction improved via clean email invoices and downloadable PDFs
- Team sync between app and web eliminated duplicate entry
- HMRC-aligned tax view simplified quarter-end summaries
Location: London | Company Size: 12 staff | Switch: Legacy Tool → BillMate
The consultancy struggled with generic templates and inconsistent branding. With BillMate, they standardized professional invoice templates across teams. Invoices are sent via email with consistent branding, and the CRM records client history automatically. Sync ensures that data entered on the app appears instantly on the Web App for finance reviews.
- Brand consistency across all invoices and quotes
- Month-end close accelerated due to unified tracking
- Clear analytics improved forecasting and cash flow planning
- Legal support toolkit ready when invoices go unpaid
Creative Agency — Email Invoices Clients Actually Read
Location: Liverpool | Company Size: 9 staff | Switch: Paper + PDF Mix → BillMate
The agency used a mix of paper and ad-hoc PDFs, leading to confusion. With BillMate, every invoice is emailed with a clean professional layout. Payment terms and itemized lines are clear, and the app’s on-the-go invoicing syncs directly to the Web App. Clients respond faster, and the team tracks payments and expenses in real time.
- Email delivery boosted first-week payments by 32%
- Templates made the brand look more professional
- Expense tracking tied to projects improved profitability
- Tax returns summary mapped to HMRC standards
Location: Leeds | Solo Operator | Switch: Paper → BillMate
Previously storing paper receipts and handwriting invoices, this contractor moved to BillMate. The app generates invoices on-site with pro templates, and the Web App provides a full dashboard of payments and expenses. Emailing invoices replaced photo messages of paper slips, and customers found it easier to pay promptly.
- Professional-looking invoices improved customer trust
- End-to-end tracking reduced missed payments
- HMRC-aligned tax view simplified self-assessment
- App-Web sync removed weekend admin backlogs
Boutique Retail — Templates That Match The Brand
Location: Edinburgh | Company Size: 5 staff | Switch: Previous Provider → BillMate
The team wanted invoices that felt like their brand. BillMate’s templates and styling options produced clean, consistent emails and PDFs. The Web App lets managers audit sales and unpaid invoices, while the iOS app supports quick customer adds and on-the-spot billing.
- Consistent billing presentation across channels
- Faster approvals with clear line items and tax
- Improved customer happiness through professional communication
- Tax section clarity reduced errors in quarterly filings
Location: Birmingham | Company Size: 8 staff | Switch: Word Docs → BillMate
This electrical firm struggled with chasing payments after completing rewiring jobs and installations. By switching to BillMate, their electricians now generate invoices on-site immediately after testing is complete. The professional breakdown of parts and labour built trust with commercial clients, while digital delivery drastically reduced debt age.
- Immediate on-site invoicing reduced admin lag
- Clear separation of labour and materials items
- Automated reminders chased overdue commercial accounts
- Professional PDFs looked great on mobile and desktop
Location: Newcastle | Company Size: 15 staff | Switch: Spreadsheets → BillMate
Northern Star Cleaning Company managed dozens of commercial contracts via messy spreadsheets. Moving to BillMate transformed their workflow. They now issue consolidated invoices for regular contract cleans and separate one-off bills for deep cleans. The CRM feature tracks which client sites have been serviced, ensuring no billable hours are missed.
- Saved 12 hours/month on manual invoice generation
- Accurate tracking of supplies expenses per client site
- Professional image helped win larger office contracts
- Mobile app allowed supervisors to check billing history on-site
Location: Bristol | Company Size: 18 staff | Switch: Paper + Legacy → BillMate
Site supervisors now issue invoices via the BillMate app, while finance reconciles payments in the Web App. The instant sync keeps everyone aligned and tracking ensures unpaid invoices are flagged for follow-up. Email invoicing reduced disputes by making scope and rates transparent.
- Disputes dropped due to clearer itemization
- Cash flow stabilized with timely follow-ups
- Team alignment improved through real-time sync
- HMRC-ready summaries supported external audits
Professional Services — Faster Client Turnaround
Location: Glasgow | Company Size: 7 staff | Switch: Previous Provider → BillMate
Moving from a rigid invoicing tool, they adopted BillMate for flexible templates and straightforward tracking. Email invoicing means clients receive and pay sooner. The Web App dashboards give leadership visibility into revenue and outstanding amounts, while the app supports quick invoicing after client meetings.
- Invoice creation time cut by more than half
- Clients complimented professional email invoices
- Revenue forecasting improved via live analytics
- Legal support kit ready for overdue scenarios
Serial Entrepreneur — Two Seasonal Brands, One App
Location: Birmingham | 2 Separate Companies | Switch: Multiple Logins → BillMate Multi-Business
Running a landscaping firm in summer and a gritting service in winter meant juggling two separate accounting logins. BillMate’s multi-business feature allowed the owner to run both companies from a single account. They simply toggle between profiles to issue invoices with the correct logo, bank details, and VAT number for each entity instantly.
- Managed two distinct brands from one single login
- Zero errors between company bank details
- Saved ~4 hours/month avoiding "login fatigue"
- Unified revenue view across all business interests
Property Group — Separating Lettings from Maintenance
Location: Bristol | Group of Companies | Switch: Spreadsheets → BillMate
This group needed to keep their VAT-registered maintenance arm legally separate from their management agency. BillMate allowed them to operate both under one subscription. The maintenance team issues invoices on-site, while the office team manages rent demands for the agency—ensuring strict financial separation with easy centralized management.
- Strict financial separation for compliance
- Different VAT rules applied automatically per profile
- Instant switching without logging out
- Clearer auditing for separate business arms
Creative Director — Agency Work vs. Private Coaching
Location: Brighton | Sole Trader + Ltd Co | Switch: Manual PDFs → BillMate
As a director running a design agency and a separate side-hustle for career coaching, branding was crucial. BillMate let them set up a high-end agency profile and a softer, personal coaching profile. Client lists are kept separate to prevent data mix-ups, yet the total income is visible in the main dashboard for personal financial planning.
- Distinct branding for B2B vs. B2C clients
- Segregated client lists prevented GDPR errors
- Professionalism maintained across diverse services
- Income tracking aggregated for self-assessment
Event Services — Planning Fees vs. Equipment Hire
Location: London | 8 Staff | Switch: Legacy Desktop Software → BillMate
This company splits operations into Event Planning (Service) and AV Equipment Hire (Goods). Using BillMate, they created dedicated profiles to handle the different invoice terms and insurance disclaimers required for hire versus service. Staff can switch profiles in seconds depending on whether they are billing for time or renting out assets.
- Custom terms and conditions for each business arm
- Streamlined inventory billing for the hire division
- Centralized admin for two distinct revenue streams
- Reduced errors in legal disclaimers and insurance
IT Consultant — Managed Services vs. Hardware Sales
Location: Manchester | Solo Operator | Switch: Word Docs → BillMate
Selling expensive hardware required different payment terms compared to monthly support contracts. By setting up two business profiles, this consultant separated high-value hardware sales from pure service revenue. This improved cash flow clarity and helped them see exactly which side of the business was actually more profitable.
- Clear profitability tracking per business stream
- Tailored payment terms (7 days hardware vs 30 days support)
- Professional separation impressed corporate clients
- Effortless toggling between sales and support modes