Oxygen Advisors cuts time spent recharging Xero and ApprovalMax by ~73% with Rechargly

Overview

Established in 2014 in Auckland, New Zealand, Oxygen Advisors has become a leader in the accounting industry, specialising in services tailored for high-tech and high-growth startups. Guided by the vision of Matt, Chris, and Mike, the firm supports over 80 clients across New Zealand and Australia with virtual CFO and executive finance services.

Chris Morgan, Co-CEO and Director, plays a key role in the firm’s expansion into Australia while working closely with high-growth companies as a virtual CFO. As Oxygen Advisors scaled, managing software disbursements manually became a growing burden.

The challenge: A manual process leading to lost revenue and inefficiencies

Before Rechargly, Oxygen Advisors managed software disbursements manually. Xero and ApprovalMax fees were bundled into client invoices, making it difficult to track changes or adjust pricing when software providers updated their plans.

Chris and his team downloaded invoices, extracted data from CSV files, updated spreadsheets, and manually reconciled transactions. On a good month, this took two to three hours. If there were pricing updates, plan changes, or missed charges, it could take even longer.

Worse, errors were common. If a client’s pricing changed and the team missed it, they’d either undercharge—leading to lost revenue—or have to go back and request additional payments, which created friction in client relationships.

"It always felt clunky and incomplete," Chris says. "If we didn’t pick up on changes in time, we either lost money or had to ask clients to pay extra later, which wasn’t a great look."

The solution: Automating software disbursements with Rechargly

Chris needed a scalable way to track and bill clients accurately. Rechargly provided exactly that. By unbundling Xero and ApprovalMax from Oxygen Advisors’ fixed pricing model and automating the entire process, the firm eliminated manual tracking and improved accuracy.

"Rechargly automatically updates plan changes, assigns charges to the right clients, and ensures everything is billed correctly," Chris explains. "We’ve completely removed the need to track this manually."

For Oxygen Advisors, this meant:

• No more time wasted downloading, updating, and reconciling CSVs
• No risk of missing pricing changes or over- or undercharging clients
• A streamlined workflow that allows the team to focus on advisory services instead of admin

ApprovalMax and Rechargly: A seamless integration

Oxygen Advisors also relies heavily on ApprovalMax to manage invoice approvals and ensure an audit trail for payments. Before Rechargly, tracking ApprovalMax disbursements was yet another manual process that added to the firm’s workload.

"We used to have to monitor ApprovalMax charges manually. Now, we just get a reminder from Rechargly, upload the CSV, and everything is assigned automatically," says Chris. "It saves a whole lot of time."

Now, as Oxygen Advisors scales and brings on more clients, software oncharging is no longer a bottleneck. The firm can focus on growing its advisory services instead of worrying about invoicing errors.

The impact: More efficiency, fewer errors, and increased revenue

Since implementing Rechargly, Oxygen Advisors has:

• Cut software disbursement admin time from 3–4 hours per month to just 15 minutes
• Recovered ~$2.4K NZD per year in previously missed charges
• Eliminated the need for awkward conversations with clients

For firms still managing software billing the old way, Rechargly provides a path to greater efficiency, accuracy, and a better experience for both accountants and their clients.