Forth SystemsForth Systems

LANDSCAPING · SYSTEM

AI recurring invoicing for maintenance contracts

IN SHORT

Invoices generated from completed visits rather than memory, sent on the contract schedule with proof of service attached, and chased on an escalating ladder.

The monthly grind

Maintenance invoicing is repetitive, high volume and low value per line, which is exactly why it slips. Small balances then go uncollected because chasing them costs more attention than they are worth to a human.

How the workflow runs

Completed visits post to the contract. On the invoicing date the system raises the invoice in your accounting system, attaches the visit record and photos, and issues it. Unpaid balances are chased at set intervals with escalating tone, stopping the instant payment clears.

Disputes

Because photo evidence is attached at issue, most 'was that visit done?' queries never happen. The ones that do are answered from the record in seconds.

What you get

  • Invoices raised from actual completed visits
  • Proof-of-service photos attached automatically
  • Escalating chase ladder synced with Xero or Sage
  • Aged debt visible by contract, crew and account manager

Questions we get asked

Which accounting systems do you connect to?
Xero, Sage, QuickBooks and FreeAgent are the common ones. Others are usually possible where an API exists.
Can we stop the chasing for particular clients?
Yes. Any client or contract can be excluded or given a gentler ladder.

Keep reading

TRUST & CREDENTIALS

How we work, and what stands behind it

This page is maintained by Forth Systems. Everything listed below describes our own team, hosting choices and the technologies we build on — it is a statement of practice, not an independent certification or an endorsement by the vendors named.

UK team & data residency

Who builds it, and where your data sits while they do.

  • UK-based engineers

    Edinburgh-headquartered. Every system is designed, built and supported by our own UK-based engineering team — no offshore delivery pool.

  • UK / EU hosting by default

    Applications and databases are provisioned in UK or EU regions unless you require otherwise, with encryption in transit and at rest.

  • Human-in-the-loop by design

    Every AI system we ship keeps a manual override. Nothing irreversible happens without an operator able to review, edit or stop it.

  • Audit trails as standard

    Automated actions are written as first-class records — who or what did it, when, against which input — so operations stay evidence-ready.

Systems we build on

The platforms our systems run on. These are the technologies we deploy and support — not sponsorships or reseller badges.

  • OpenAI, Anthropic & Google models

    Model-agnostic delivery. We route each workload to the model that fits it on cost, latency and accuracy, and can switch without a rebuild.

  • Supabase & Postgres

    Row-level-security Postgres as the operational spine under every platform we run.

  • Stripe payments

    Payment capture, checkout and reconciliation wired directly into job and permit workflows.

  • Xero, Sage & HubSpot integrations

    Production integrations into the finance and CRM systems UK operators already run, so automation lands where the business keeps its records.

Streetworks & industry credentials

Operational domains we build in daily, with the sector systems we integrate against.

  • DfT Street Manager integration

    Our Kerbco permit chain creates and tracks streetworks permit applications against DfT Street Manager and local highway authority processes.

  • NRSWA-aligned workflows

    Permit, reinstatement and traffic-management workflows built to the New Roads and Street Works Act process contractors are inspected against.

  • Traffic management planning

    Roadplan produces signing and guarding layouts for council submission and for the crew installing them on site.

  • Operator-built, not consultancy-built

    We run streetworks and plant operations ourselves. Every platform started as a system we needed in our own business.

Insurance certificates, registration numbers and security documentation are available on request — ask the team.