BMO automates Xero disbursements and gets rural clients onto direct debit with Rechargly

BMO is a regional accounting firm based in Dalby Queensland, serving farming and regional communities. With many long-standing clients who prefer traditional payment methods, the firm’s subscription billing process relied heavily on manual handling.

As receptionist, Janette manages software disbursements end-to-end, including receiving Xero spreadsheets, entering data manually, and following up payments. For years, this routine consumed an entire day each month and created ongoing friction with clients who resisted digital payment options. When BMO set out to streamline operations and modernise how software charges were billed, Rechargly became the key driver of change.

The challenge: 800+ line items, manual spreadsheets and a full day of data entry

Before adopting Rechargly, the monthly billing cycle looked like this:

• Xero sent two invoices each month with about 800 line items
• Janette would manually key them in, which took her a full day every month.
• Billing was inconsistent due to varied client billing cycles.

“It was just days of manual entry,” Janette said. “I’d sit down with the spreadsheets and type everything out. It would take me a full day.” The combination of manual admin and a rural, change-resistant client base made subscription billing one of the firm’s most frustrating recurring tasks.

The solution: Automating disbursements and transforming client adoption with Rechargly

Since moving to Rechargly, the process has changed completely. When BMO receives a subscription invoice, Janette forwards it to Rechargly. She checks the client mapping, updates any unmapped records in Xero, and keeps an eye on failed payments. That’s it.

Instead of a full day of data entry, the workflow now takes:

• Half an hour per day, woven into Janette’s morning routine
• A few minutes for mapping new clients
• Occasional follow-ups for failed payments

“It’s a really quick, easy process now,” she said. “Nothing like what we used to do.” Rechargly removed the need for spreadsheets, eliminated manual data entry and created a consistent billing loop the team can rely on.

The impact: A full day of work replaced by a simple morning check

Since rolling out Rechargly, BMO has seen clear improvements across the board:

1. A full day of monthly admin replaced by simple daily oversight
2. A stable workflow that no longer depends on manual data entry
3. Far fewer surprises for clients

Most impressively: BMO has managed to convert over 300 rural clients to direct debit.

How BMO persuaded rural clients to adopt direct debit

When the rollout began, BMO expected major resistance. Many clients still paid by cheque, disliked direct debit and were wary of unfamiliar emails. But Janette cracked the code. She picked up the phone.

I just rang them and talked them through it,” she said. “I told them we wouldn’t offer something unsafe. They trust us, and they know me from coming into the office.

Her approach worked because:

• Clients trusted her personally
• She explained the process in simple terms
• She reassured them about security
• She framed it as a favour: “If you do this, it’ll save me a lot of time each month.”

That angle resonated deeply. “If it’ll help you, we’ll do it,” clients told her. Some clients even phoned to check the emails weren’t spam. Once reassured, they signed immediately.

Practical advice for firms rolling out Rechargly

1. Lean on personal relationships: Rural clients respond to people they know. A trusted voice makes all the difference.
2. Call clients when needed: For hesitant or older clients, a simple phone conversation converts them much faster than another email.
3. Explain what emails to expect: Walk clients through the Rechargly and Stripe notifications so they don’t mistake them for spam.
4. Show how it helps the team: Clients were eager to help when they learned it saved Janette hours each month.
5. Keep communication simple and friendly

Wish software billing didn’t take up so much admin time?

Join firms like BMO and switch to automated disbursements with Rechargly. Whether you support rural clients or large groups, you can streamline billing, reduce admin and eliminate manual spreadsheets.

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