Easy Aiz Helps krneta Automate Financial Workflows and Boost Accuracy

CLIENT BACKGROUND

Krneta is a Melbourne-based consulting firm founded in 2015, specializing in building surveying, certification, and compliance services within the Australian construction sector. With a team of approximately 22 professionals, Krneta supports developers, builders, and property owners by providing building and occupancy permits, compliance assessments, and expert advisory services across Australia.

Operating in a highly regulated environment, the firm relies on accurate financial data, timely invoicing, and clear communication across multiple systems to support both of its trading entities and ongoing projects.

The Challenge

Krneta faced ongoing challenges managing invoicing, payments, and client communications across Xero, ProWorkflow, Microsoft 365, and Zapier. Existing Zapier automations were unreliable, failing to consistently detect payments dated “today” in Xero. Additionally, the final step of the workflow only created draft emails instead of sending them automatically, leading to delays, manual follow-ups, and unnecessary double handling. These issues increased the risk of errors, slowed down reconciliation, and required the team to manually check systems to ensure payments and notifications were processed correctly.

The Solutions

To resolve these issues, we re-engineered Krneta’s Xero and Zapier workflows, focusing on reliability, accuracy, and full automation. We reviewed and refined triggers, date handling, filters, and logic to ensure payments were captured correctly and workflows ran end to end without manual intervention. By aligning Xero with ProWorkflow and Microsoft Outlook, we transformed disconnected steps into a streamlined automation system that reliably tracks payments, updates project data, and sends confirmation emails automatically, saving time and reducing operational friction.

Payment Detection & Validation

Zapier monitors Xero for new invoice payments and reliably detects payments dated “today.” By refining triggers, date handling, and validation logic, the automation ensures that only accurate and relevant payment records move forward in the workflow.

Data Formatting & Project Alignment

Payment data captured from Xero is cleaned and standardized using Formatter by Zapier. Formatted dates, amounts, and references are then passed into ProWorkflow, where payments are matched to the correct projects, keeping financial and project data aligned without manual cross-checking.

Automated Email Delivery Process

Once all conditions are met, Code by Zapier applies advanced logic to finalize the workflow and trigger Microsoft Outlook. Payment confirmation emails are sent automatically instead of being saved as drafts, ensuring timely communication and removing the need for manual follow-ups.

The Result

The updated automation delivered immediate and measurable improvements for Krneta. Payments dated “today” are now detected 100% of the time in Xero, and emails are sent automatically instead of sitting in drafts.

Manual checking and data entry have been reduced by an estimated 8–10 hours per week, while payment and project data are now more consistent and accurate. This has minimized delays, reduced the risk of missed invoices, and allowed the team to focus more on client work and project delivery rather than administrative follow-ups.

By fixing and redesigning our Zapier workflows, Easy Aiz turned an unreliable, manual process into a fully automated system. Payments are now captured correctly, emails go out automatically, and our team no longer needs to constantly check and recheck systems. The improvement has been immediate and impactful.

“Nathan Krneta”
Director

Conclusion

“By redesigning Krneta’s financial automations, we replaced unreliable workflows with a stable, end-to-end automation system that connects Xero, ProWorkflow, and Outlook seamlessly. Payments are captured accurately, communications are sent on time, and project data stays in sync across systems.

This case study highlights how smart Zapier automation can eliminate errors, reduce manual work, and bring clarity and efficiency to complex financial and project workflows, enabling consulting teams like Krneta to operate with confidence and scale without added overhead“