Project Overview

A client approached CnEL India with the challenge of streamlining their monthly workflow: freelancers needed to submit their hours and proof of work, clients had to approve those hours, and finally invoices had to be generated automatically in Xero. The process previously consumed significant manual effort and often led to delays and errors.

Requirements

• Freelancers receive monthly reminders to submit hours and upload proof via Gravity Forms.
• Clients receive emails (via the Newsletter plugin) with a one-click approval link and an optional rating system (1–5).
• Invoices are generated automatically in Xero once client approval is received.
• Database tables were required for freelancers, clients, hourly rates, and submitted hours with attachments.
• Support for multiple email addresses (To and CC) for both freelancers and clients, with company admin CC’d on all communications.
• Invoices include freelancer and client details along with banking information (no payment gateway involved).
• Clients do not need to register; freelancers can register and log in.
• A sandbox environment was needed before moving to production.
• Freelancers require a dashboard to view past submissions and invoices.
• Admins need to manage clients, freelancers, rates, and submit on behalf of freelancers if needed.

Our Solution

The CnEL India team developed a custom WordPress plugin tailored to meet every detail of the client’s workflow:

• Automated monthly reminders configured with WP-Cron for freelancers.
• Gravity Forms customized for hours entry, proof attachments, and validation.
• Email notifications designed with the Newsletter plugin, including approval buttons and tracking links.
• Client approval via a secure, tokenized link leading to a web form with approval and optional rating.
• Seamless integration with Xero API to generate and send invoices automatically once approvals were received.
• Custom dashboards for freelancers to track submissions and for admins to manage all key data.
• Flexible database structure ensuring scalability and easy reporting.
• Sandbox-first deployment strategy to test functionality before production release.

Why CnEL India Was the Best Fit

• Proven WordPress expertise: Delivered complex custom plugins with scalable architecture.
• Integration experience: Hands-on knowledge of connecting WordPress with accounting tools like Xero.
• Process-driven approach: Delivered sandbox-first, thoroughly tested solutions with documentation and training.
• Client-first mindset: Focused on ease of use for freelancers, clients, and administrators alike.
• Long-term support: Provided post-deployment support and a roadmap for future enhancements.

Client Testimonial

“CnEL India transformed our time-tracking and invoicing process from a manual headache into a seamless workflow.
Freelancers now get timely reminders, clients approve hours with one click, and invoices appear in Xero automatically.
The dashboards are intuitive, and the admin tools save us hours of work every month. The team was professional,
responsive, and delivered exactly what we needed. We highly recommend CnEL India for any complex WordPress development project.”

— Operations Manager, Client Company

Impact

• Freelancer submissions increased due to automated reminders.
• Client approvals became faster and more reliable with one-click links.
• Invoice generation in Xero became automatic, eliminating manual errors.
• Administrative time reduced significantly thanks to dashboards and automation.

Conclusion

By leveraging their deep expertise in WordPress, plugin development, and third-party integrations,
CnEL India delivered a solution that not only met but exceeded the client’s requirements.
The result was a streamlined, error-free system that improved productivity, reduced admin workload,
and provided a scalable foundation for future needs.