Xtracted Espresso collects equipment deposits at the quote and went live across three entities in under a day
A national coffee equipment supplier replaced paper credit applications and card details on paper with PencilPay through its Cin7 integration. Deposits are taken at quote stage, service jobs are secured before technicians are booked, and the rollout across three businesses took less than a day each with no setup fees.
- Customer
- Xtracted Espresso Solutions
- Industry
- Coffee equipment
- Location
- Queensland, New South Wales and Victoria
- Payment terms
- Quote-stage deposits, card on file, direct debit, payment plans
- PencilPay products
- Pencil Trade, Pencil Pay, Pencil Finance
- Integrations
- Cin7 Core, Xero
- Headline result
- < 1 day to go live per entity
Before PencilPay
Xtracted supplies espresso machines, spare parts, servicing and repairs across Queensland, New South Wales and Victoria. Credit applications were on paper, card details were stored on paper, and deposits were chased by hand, creating admin and compliance risk for a small team with no full-time accounts person.
Cin7 could not take a prepayment on a sales quote, which mattered because equipment and parts need to be paid before dispatch, and a growing service division needed deposits before technicians were booked.
What Xtracted Espresso Solutions implemented
Digital onboarding with credit checks
Paper applications were replaced with online onboarding. Retailers complete their details and Xtracted runs automatic credit checks before approval.
Payment at the quote
Deposits and full prepayments are captured at quote stage for equipment and spare parts.
Service deposits
Minor and major service deposits are requested and collected through PencilPay before a technician is scheduled.
Card on file and direct debit
Final invoices are charged automatically to the stored method, with payment plans available for small cafes investing in new equipment.
Cin7 to Xero to PencilPay
Invoicing, deposits and reconciliation flow between the three systems with minimal manual input.
What changed
Upfront payment at quote
Prepayments are collected instantly when the quote is accepted.
Jobs booked only when paid
Reliable service deposits secure every job before it is scheduled.
Less chasing, faster cash
Automated reminders cut time spent on overdue invoices, and payments are often processed within hours of invoicing.
Three entities, no setup fees
After results in the first business, PencilPay was rolled out to all three. Each was ready in less than a day, and support tickets are resolved within hours.
Xtracted Espresso Solutions on PencilPay
About this story
How does Xtracted take deposits on equipment sales?
Through PencilPay payment requests generated at the quote stage via the Cin7 integration, so equipment and parts are paid before dispatch.
How long did implementation take?
Less than a day per entity across three businesses, with no setup fees and updated templates included.
Does PencilPay support payment plans?
Yes. Xtracted offers payment plans to small cafes buying equipment, with automated repayments collected by PencilPay.
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