Xano521: Streamlining Payments and Boosting Sales with Builder Prime Payments Powered by Payabli

case study overview

The Company

Xano521, a leader in the concrete coatings industry, is known for superior craftsmanship and customer service, yet growth was limited by a fragmented payment system that hindered efficiency and cash flow.

The Challenge

As Xano521 expanded, relying on QuickBooks for invoicing and payment processing proved inefficient, with manual reconciliation and time-consuming payment collections hampering growth and customer experience.

The Solution

Xano521 implemented Builder Prime Payments, powered by Payabli, integrating CRM, production management, and payment processing, allowing automated payments, seamless QuickBooks syncing, and efficient refund handling.

The Payoff

With Builder Prime Payments, Xano521 saw a 45% monthly sales increase, 37% higher average sales, and a 97% jump in paid amounts, improving cash flow, reclaiming valuable staff time, and enhancing customer satisfaction and loyalty.

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The Company

Xano521 stands out in the concrete coatings industry—not just for its superior craftsmanship but also for its unwavering commitment to customer service and integrity. Because of their dedication, the company became a home improvement industry leader. However, as Xano521 scaled, it ran into a familiar issue: a fragmented payment system slowing it down, ultimately withholding it from reaching its growth potential.

In the concrete coatings industry, balancing precision craftsmanship with customer service is critical. For Xano521, it’s never just about concrete–it’s about transforming spaces while creating an exceptional customer experience. To maintain its edge in an industry where efficiency and trust are essential, Xano521 needed a better way to handle payments and financial management.

The Challenge

As Xano521 expanded, it faced a common but critical problem: its inefficient reliance on QuickBooks for invoicing and payment processing. The growing volume of payments and the disjointed systems proved unsustainable. Manual reconciliation of batch deposits and the need for staff to collect payments over the phone took up valuable time, negatively impacting cash flow and the overall customer experience.

In an industry where margins are often thin and time is money, these inefficiencies were inconveniences and bottlenecks that actively threatened growth. Jay, the owner of Xano521, explained the frustration: “Matching batch deposits was always a nightmare.” The lack of integration between QuickBooks and the company’s CRM and payment systems resulted in wasted hours on back-office tasks rather than growing the business.

Beyond the internal challenges, the outdated system led to decreased customer satisfaction. Manually chasing payments and handling refunds left customers frustrated. Because the concrete coatings industry relies on trust and reputation as keys to driving business, this caused serious disruptions.

The Solution

To address these challenges, Xano521 sought a solution that would streamline payments and allow them to focus on prioritizing outstanding customer service. That’s where Builder Prime Payments, powered by Payabli, came in.

This integration provided Xano521 with a unified platform that combined CRM, production management, payment processing, and accounting operations all in one place. Key payment processes were automated, ensuring secure payment links to be sent via email and text, giving customers the flexibility to pay via credit card or ACH transfers. This transition was a significant step towards tremendous success for Xano521, speeding up payments and freeing staff from tedious manual work.

For the back-end team, integrating QuickBooks Online resolved major pain points. All transactions now automatically synced, eliminating the need for manual reconciliation of batch deposits. Jay really appreciated the simplicity that this brought to day-to-day operations: “If I had a question, I could just click into Builder Prime, and everything was right there–batch deposits, transactions, the whole thing.” The automation saved time and significantly reduced the risk of errors, making financial reviews and audits a total breeze.

The refund process also saw improvements. Previously, tracking refunds across different systems proved complicated. But now, with Builder Prime Payments, the refund process was automatically handled, ensuring financial records remained up-to-speed and accurate. Jay’s CPA was particularly thrilled: “My CPA loves it… if we ever get audited, we’ll have everything we need.”

The Payoff

Implementing Builder Prime Payments, powered by Payabli, delivered immediate and impactful results for Xano521. With a clear and concise payment process, the company enjoyed:

  • A 45% increase in total sales month over month.
  • A 37% jump in average sale amount, as customers were more willing to commit to larger projects.
  • A 97% rise in paid amounts, greatly improving cash flow and reducing the time to close out jobs.

In an industry where cash flow can make or break a business, these improvements were vital. The streamlined payment process not only built customer trust but allowed Xano521 to focus more on delivering top-notch service. Instead of spending hours pursuing payments, staff could now focus on pleasing their customers and building the business through other avenues.

Additionally, Jay and his team estimated that they now save around three hours of staff time monthly, two of those hours from his own schedule. This reclaimed time could be reinvested into strategic growth, ensuring Xano521 remains a leader in the industry; “We’re now able to focus on the important things,” Jay said, highlighting how the newfound efficiency positioned them for future growth.  

Beyond the numbers, the exceptional customer support provided by Builder Prime was another key factor that solidified Xano521's loyalty to the platform. Even when faced with technical issues, the Builder Prime team consistently exceeded expectations to resolve the issue, providing timely and effective support. “The level of support was...if it was one out of 10, they were an 11 or 12,” Jay reflected, noting that this experience only strengthened his confidence in the platform. “It builds loyalty...I’m not leaving anytime soon because of that level of customer support.”

Conclusion

For Xano521, the integration of Builder Prime Payments, powered by Payabli, transformed their payment processing and financial management operations. It’s not easy to excel in an industry as tough as concrete coatings, where precision and customer trust are paramount, but this integration has given the company a competitive edge. With a unified platform streamlining CRM, production management, payments, and reporting, Xano521 has significantly boosted sales, improved cash flow, and increased customer satisfaction.

The company’s 45% month-over-month sales increase and the substantial rise in paid amounts speak to the power of a seamless, all-in-one business management platform. As Xano521 continues to redefine quality in the home improvement industry, its partnership with Builder Prime and Payabli remains at the heart of its strategy, ensuring it can deliver exceptional results while staying ahead of the competition. Watch this webinar to learn more about Xano521’s experience using Builder Prime Payments.