Getting started
Setup takes about five minutes, and Gary’s in-app guide walks you through each step. Here’s the whole journey.
1. Sign in
Sign in with your Google or Microsoft account. The first person to sign in creates the organisation and becomes its admin. You can invite the rest of your team later from Settings.
2. Connect Xero
On the Integrations page, connect Xero. Gary reads your overdue invoices and their contacts, he never changes your accounts. Connecting is a one-off: from then on Xero sends Gary every invoice change automatically, with nothing to sync.
That’s the only thing to connect. When a customer asks for their invoice again, Gary emails it himself, with your business name on it.
For the whole picture — what Gary reads, what he never touches, how the sync works and how to disconnect — see Gary and Xero.
3. Check who Gary can call
A new account rings nobody on its own. On Approvals you turn Gary on for one customer at a time, or hand him the lot with a single switch. Anyone you mark Never is left alone, and so is everyone on your do-not-call list. Gary only dials New Zealand numbers.
One default to know about: Chase new invoices automatically is on. Any invoice that arrives after your first Xero sync gets chased, even for a customer you have not picked yet. Invoices that were already overdue when you connected Xero are never dialled, so your old pile stays put. Switch the rule off in Settings → Follow-up rules if you would rather approve each invoice yourself.
4. Get Gary to make one call
Open Invoices, pick one overdue invoice, and click Get Gary to call. You confirm the number before it dials, and you can listen in live, so you hear exactly how Gary sounds. Your click is the approval for that call.
5. Review the call
Open the call under Calls: play the recording, read the transcript, and see the outcome. Any emails Gary sent are in your own Sent folder.
6. Watch the invoice get paid
When the payment lands in Xero, Gary marks the recovery and shows it under Wins: with what it cost, next to what came back.
7. Switch on the rest
Happy with how Gary works? Open Approvals and turn him on for all your overdue customers in one go. Customers you’d rather he never calls can be marked do-not-call instead. See Turning Gary on for a customer.
8. Set up auto top-up
On Billing, save a bank account (NZ direct debit) or card and Gary tops up automatically, only while his fees stay under 10% of the value he’s recovered for you.
This is optional, and it isn’t a subscription: there’s no monthly fee and no lock-in contract anywhere in Gary. You top up when you want to, switch auto top-up off whenever you like, and stop using Gary without notice or a cancellation fee. See Balance and billing.
That’s the journey. Gary takes it from there, and tells you what happens after every call.