Alti Lighting takes deposits at the quote stage and reconciles them automatically in Cin7 and Xero
A Western Australian custom lighting supplier with sales cycles of up to two years replaced ad hoc deposit collection with PencilPay payment requests from the quote, automatically synced to DEAR (Cin7) and Xero. Declined cards, missed details and reconciliation errors largely disappeared.
- Customer
- Alti Lighting
- Industry
- Construction supplies
- Location
- Western Australia
- Payment terms
- Deposits and prepayments across long projects
- PencilPay products
- Pencil Pay, Pencil Finance
- Integrations
- Cin7 Core (DEAR), Xero
- Headline result
- Quote stage deposits collected
Before PencilPay
Alti Lighting designs and supplies custom lighting for residential and commercial projects. Orders routinely take months, and sometimes up to two years, to complete, so deposits and progress payments have to be managed across the whole life of a project.
Collection relied on a mix of methods. Card details went missing, payments declined, and reconciliation was manual and error-prone. As order volume grew the business needed an automated way to take and match deposits.
What Alti Lighting implemented
Deposits from the quote
Deposit requests are issued directly from the quotation and paid by the customer through a secure online portal.
Automatic sync to Cin7 and Xero
When a deposit is received, the team is notified and the payment status updates in both DEAR (Cin7) and Xero without manual entry.
Fewer failed payments
Automated collection reduces declined cards and incorrect amounts, and every payment is reconciled as soon as it lands.
Reconciliation by exception
Payment matching is automatic, so the team only opens PencilPay for unusual or complex payments.
What changed
Payment errors minimised
Processing errors dropped significantly, along with the corrections and follow-ups they caused.
Time back to the team
No manual payment processing and no chasing missed or declined card transactions.
Clean records in two systems
Payments are recorded and reconciled in Cin7 and Xero automatically across the full sales cycle.
About this story
How does Alti Lighting collect deposits with PencilPay?
A deposit request is generated from the quote and paid through a secure portal. The payment then updates DEAR (Cin7) and Xero automatically.
Why were long sales cycles a problem?
Projects can run up to two years, so deposits and prepayments had to be tracked over long periods using inconsistent methods, which caused declines, missing details and reconciliation errors.
Which integrations are involved?
Cin7 Core (formerly DEAR Inventory) and Xero.
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