Solution

Automate what happens after every solar installation

Your solar job completion automation workflow shouldn't rely on sticky notes and hoping your team remembers every follow-up task. When panels are installed and customers are happy, that's when the real work begins – and where most Australian solar businesses drop the ball on critical admin tasks. You're leaving money on the table every time a completed job sits in limbo for weeks because someone forgot to send the final invoice. Meanwhile, customers are calling for system warranties, STC certificates, and monitoring app logins that should've been sorted automatically the day you packed up your tools.

Invoices sit in draft folders for weeks

Your installers finish the job, pack up their tools, and somehow the invoice never makes it to the customer. Meanwhile, your cash flow suffers and customers start wondering if they're dealing with cowboys. Take last Tuesday – three jobs completed, but only one invoice actually sent because your admin person was flat out with quotes. The other two customers are still waiting, and you're still waiting for $18,000 that should've been in your account by Friday. This happens so often you've started padding your cash flow forecasts just to cope with the delays.

Customer handover documentation gets forgotten

System warranties, maintenance schedules, and monitoring app setup should happen automatically after every install. Instead, customers call weeks later asking basic questions that should've been covered on day one. Mrs Johnson from Blacktown rang yesterday asking how to check if her system's working properly – her install was three weeks ago. You've got no record of whether she received her warranty documentation, monitoring app credentials, or even her STC certificate paperwork. Now you're playing catch-up on what should've been a five-minute automated process, and she's questioning whether you know what you're doing.

Payment follow-ups fall through the cracks

Final payments chase themselves while your admin team juggles spreadsheets and phone calls. Outstanding invoices pile up because there's no systematic way to track what's been paid and what hasn't. You've got $47,000 sitting in overdue invoices right now, and half of those customers probably just forgot to pay because they never received a proper reminder. Your admin person spends 8 hours every Monday morning working out who owes what, calling customers who swear they already paid, and trying to match bank deposits to the right jobs. It's a mess that costs you real money every month.

The Solution

How Gridwolf Solves This

Gridwolf's solar job completion automation workflow kicks in the moment your team marks a job as complete. PayWolf automatically generates and sends final invoices, ClearBooks tracks payment status, and customers receive all their handover documentation without anyone lifting a finger. The system connects with your existing tools – whether you're using ServiceM8, simPRO, or Tradify – and handles everything from STC certificate delivery to monitoring app setup emails.

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Key Benefits

Final invoices generated and sent within 15 minutes of marking jobs complete
Payment follow-ups trigger automatically after 7, 14, and 30 days without manual intervention
Customer handover packages delivered including warranties, monitoring access, and maintenance schedules
Outstanding payment tracking shows exactly which of your completed jobs need attention
STC certificate documentation and system commissioning reports sent automatically

Step by Step

How This Actually Works

Monday morning used to mean your admin person arriving to a pile of completed job sheets from last week, manually creating invoices in Xero, and trying to remember which customers still needed their warranty documentation. Half the invoices would sit in drafts because something was missing, and customer calls would start rolling in asking about system monitoring access that nobody had set up yet.

Now when your installer hits 'complete' on their phone, everything happens automatically. The final invoice generates instantly with all job details, photos, and compliance certificates attached. It's in the customer's inbox before your team has even loaded the van. Payment reminders are already scheduled for 7 and 14 days out. The customer receives their warranty documentation, monitoring app login, and maintenance schedule within an hour of job completion.

By Tuesday morning, you're seeing payment notifications instead of scrambling to create overdue invoices. Your cash flow is predictable because customers get their invoices immediately and payment reminders keep them on track. Customer calls are about booking their next referral job, not asking for basic documentation that should've been sorted weeks ago. You've turned the messiest part of your solar business into the most reliable.

Common Questions

Frequently Asked Questions

Does this work with my existing CRM like ServiceM8 or simPRO?

Yes. Gridwolf connects with ServiceM8, simPRO, Tradify, AroFlo, and most other trade management systems. When your installer marks a job complete in your existing system, our automation triggers immediately. You don't need to change how your team works – just get better results from the work they're already doing.

What happens if a customer needs changes to their final invoice after it's automatically sent?

The system handles invoice adjustments automatically. If you need to add extras or apply a discount, just update the job in your CRM and a revised invoice sends automatically. The customer gets a clear note about what changed and why. No manual invoice recreation or awkward phone calls explaining why they're getting a second invoice weeks later.

How does this help with STC certificate paperwork and Clean Energy Regulator requirements?

All your compliance documentation gets included automatically in the customer handover package. STC certificates, electrical compliance certificates, and council inspection reports are attached to invoices and stored in your customer portal. Everything the Clean Energy Regulator or your customer might need later is documented and delivered systematically, not left sitting in your van or office filing cabinet.

Stop losing money on completed solar jobs that never get properly closed out. Book a call to see how our automation turns your post-install chaos into cash in the bank within days, not weeks.

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