Automated invoicing and membership access for schools
A fully automated workflow that connects invoicing (Xero) with gated content access (MemberPress). Schools receive instant access for their staff after payment, reducing admin work and improving the onboarding experience.
Overview
The Teachers’ Collection provides schools with access to a library of curated educational resources. Previously, managing school memberships was a manual process: invoicing, payment tracking, and granting access all required hands-on administration. This slowed down onboarding and made it difficult to scale.
I designed and implemented an automated workflow that connects invoicing, payment recognition, and membership access, ensuring that schools and their teachers can access resources quickly and seamlessly.
I designed and implemented an automated workflow that connects invoicing, payment recognition, and membership access, ensuring that schools and their teachers can access resources quickly and seamlessly.
Solution
Automated Invoicing & Payments: Integrated Xero to handle school invoicing and payment recognition.
Membership Management: Connected Xero with MemberPress so that once a school’s payment is confirmed, access is automatically granted.
Streamlined Access: School administrators receive onboarding instructions and can add teachers under their membership without further intervention.
Membership Management: Connected Xero with MemberPress so that once a school’s payment is confirmed, access is automatically granted.
Streamlined Access: School administrators receive onboarding instructions and can add teachers under their membership without further intervention.
Outcome
Schools gain instant access to resources after payment without waiting for manual setup. Administrative overhead is significantly reduced, freeing up time for more strategic work. The system is scalable, allowing The Teachers’ Collection to serve a growing number of schools without additional admin burden. Teachers benefit from a smooth onboarding experience, beginning to use resources immediately after their school subscribes.
Services used
Xero
For automated invoicing, payment tracking, and financial reporting.
MemberPress
To manage memberships, gated content, and school-level access permissions.
WordPress
As the core content management system hosting The Teachers’ Collection website.
Zapier / API Webhooks
To connect Xero and MemberPress for real-time payment recognition and access automation.
Google Workspace
For school onboarding communication and shared documentation.
Custom email templates
Designed for payment confirmations, access notifications, and onboarding messages.
Services rendered
Automation design & integration
Planned and implemented the full workflow connecting Xero (invoicing and payment recognition) with MemberPress (membership and access control).
API & Webhook configuration
Set up automated triggers to update membership status instantly upon payment confirmation.
Data collection
Set up additional channels for data collection, such as Google Sheets
Membership system setup
Configured MemberPress tiers, rules, and access levels for school-based memberships.
Payment workflow optimisation
Streamlined the journey from invoice issuance to resource access, eliminating manual intervention.
User experience design
Created a clear onboarding flow and communication structure for school administrators and teachers.
Documentation & training
Provided written guides for internal staff on managing memberships, invoices, and troubleshooting.
