Home Portfolio PestAway NZ Sync Automation

The Automation Backbone Behind PestAway NZ

PestAway NZ runs pest-control routes across Taranaki. Every job lands in Fieldwork HQ, and every invoice has to end up in Xero. That used to be a large part of owner Sandra's week: manual data entry, invoice by invoice, five minutes each on a good day. We built and operate a nightly AI-augmented agent that does it for her. In a year of production it has moved roughly $725,000 NZD through the books, handed back 250+ hours of bookkeeping, and rescued about $6,000 NZD in revenue that would otherwise have vanished.

This build is part of our AI workflow automation services for NZ businesses.

A day of Fieldwork HQ job data flowing overnight into Xero as draft invoices

Project Information

Category :

Systems & Accounting Automation
Client :

PestAway NZ
Service :

Fieldwork HQ → Xero Sync
Status :

Live since July 2025
Location :

Taranaki, New Zealand

Project Challenges

Every invoice PestAway raised had to be copied by hand from Fieldwork HQ into Xero, matching the customer, the line items, the service and the GST correctly each time. It was slow, it was error-prone, and because it depended on one person keeping up, nobody could say with confidence that the books were actually complete.

Manual Invoice Entry – every job was retyped into Xero one invoice at a time, around five minutes each.
Owner Doing the Books – data entry ate a large slice of Sandra's week instead of running the business.
Silent Revenue Leakage – invoices could slip between the two systems and go unbilled with no one noticing.
No Way to Spot Drift – nothing reconciled the two systems, so a gap could sit undetected for months.
Two Systems, No Bridge – Fieldwork HQ and Xero were never designed to talk to each other for this workflow.

Project Results

Sandra now reviews and approves instead of typing. The numbers below are the first year in production, measured as of July 2026: a durable agent quietly moving three-quarters of a million dollars through the books, every night.

2,995 invoices synced end-to-end
~$725,000 NZD of real revenue moved through the pipeline
759 customer contacts kept in sync across both systems
250+ hours of manual bookkeeping eliminated, over six working weeks
~$6,000 NZD in unbilled revenue caught and recovered

A reconciled Xero dashboard with a stack of approved invoices, pest-control van in the background

Project Summary

Every night at 1am the agent pulls the previous day's activity out of Fieldwork HQ, matches customers, line items, services and GST, and creates the invoices in Xero as drafts ready for Sandra to approve. Contacts are created if they don't exist, services and item stock stay in sync, payments reconcile, and anything backdated or late-approved is caught on the next sweep.

It earned its keep in April 2026. Flick flagged one missing invoice for a top customer; when we investigated, the gap was much bigger. A full day of invoices had been bulk-archived by a single UI misclick upstream, and smaller invoices had been slipping through a mislabelling fault in Fieldwork HQ for months. We ran it as an AI-augmented forensic sweep across both APIs and 8,000+ historical records: root cause in three hours, recovery scripts and a backfill agent shipped inside the week. The result was 133 invoices recovered, ~$4,400 NZD back on the books, 50 missing contacts created and three sync bugs fixed at no charge. In May a VPS reboot took the sync offline for two days; the now-hardened tooling caught 8 more invoices worth ~$1,500 NZD before anyone noticed. PestAway went from “we're not sure the books are complete” to a fully reconciled operation with the instrumentation to spot drift the moment it happens.

"Have used Fiord AI to transfer data automatically from one program to another on a daily basis. It's saved us hours every week and caught revenue that would've slipped through the cracks. It works so well that a globally recognised pest control company is now using it too."

Sandra

Owner, PestAway NZ

Where is your business quietly leaking? We'll run an AI-augmented audit across your stack, at no cost, and show you exactly where the drift is and what it's worth.