How Xtracted Automated Payments and Customer Onboarding With PencilPay
Xtracted Espresso Solutions, a national wholesale equipment supplier to the coffee industry, provides machinery, spare parts, servicing and repairs across Queensland, New South Wales and Victoria. With customers ranging from cafés and small operators to larger hospitality groups, Xtracted needed a faster, safer and more automated way to manage credit applications and payments.
The Challenge
Before PencilPay, Xtracted relied on paper-based credit applications and manual processes to capture payments. Storing card details on paper and chasing deposits created unnecessary admin and compliance risks.
They also struggled to take prepayments on sales quotes through Cin7, a major hurdle when selling equipment or spare parts that required upfront payment before dispatch.
As their service division grew, Xtracted needed a system that could securely take deposits, store payment methods, automate follow-ups and reduce the burden on their small team.
The Solution
Through the Cin7 integration, Xtracted adopted PencilPay to digitise onboarding, automate payments and streamline deposits.
With PencilPay:
Paper credit applications were replaced with seamless digital onboarding.
Retailers could complete details online, allowing Xtracted to run automatic credit checks before approval.
Payments could be captured at the quote stage, a game-changer for equipment and spare parts sales.
Service jobs were secured with minor or major service deposits, sent and collected via PencilPay before technicians were booked.
Card-on-file and direct debit options allowed automatic charging once final invoices were completed.
Their stack now works together:
Cin7 → Xero → PencilPay, enabling clean invoicing, deposits and reconciliation with minimal manual input.
The Impact
Since implementing PencilPay, Xtracted has seen dramatic improvements:
Upfront payments collected instantly at the quote stage.
Reliable service deposits, ensuring jobs are booked only when payment is secured.
Less time chasing overdue invoices, thanks to automated reminders.
Payment plans for small cafés and operators, allowing them to invest in new equipment while ensuring Xtracted receives steady, automated repayments.
Stronger cash flow, with payments often processed within hours of invoicing.
Massive reductions in admin workload, crucial for a small, multi-state team with no full-time accounts person.
Reliable Support Across Multiple Entities
Xtracted now operates three separate businesses nationally. After strong results with the first entity, they rolled PencilPay out across all locations.
Onboarding was simple: No setup fees, rapid integration with Cin7 and Xero, updated templates, and full readiness in less than a day.
Ongoing support has been just as strong, with tickets resolved within hours, often the same day.
The Result
PencilPay has helped Xtracted Espresso Solutions eliminate manual admin, secure payments upfront, automate credit checks and improve cash flow across their entire operation. With smoother deposits, faster onboarding and reliable integrations, they now run a tighter, more scalable and customer-friendly wholesale business.