Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
Payables & Receivables
AI Invoice Intelligence for Xero
Supplier invoices arrive in Xero as checked, coded bills against the right contact, with tracking categories already set.
Xero makes bookkeeping simple until supplier bills pile up in an inbox someone clears once a week. Contacts get duplicated, tracking categories get skipped, and a bill already paid by card gets entered again. This build captures each invoice, matches it to the Xero contact you already have, checks earlier bills and bank transactions, and writes a coded bill. Anything uncertain waits for a person.
- Bills land in Xero with account codes and tracking set
- Invoices matched to existing contacts, keeping your list clean
- Card and direct debit payments checked before a bill is entered
$4,900
20–30 working days
Optional maintenance $249/mo
What it is
AI Invoice Intelligence for Xero captures supplier invoices from email or an upload folder, checks them against the contacts, bills and bank transactions already in Xero, and writes coded bills through a two-way connection with a documented field mapping. Anything uncertain stops in a review queue. Tracking categories are set on every bill.
Why businesses buy it
Weekly bill entry in Xero means your numbers are always a week behind and your contact list keeps growing duplicates. Bills paid by card get entered twice, and tracking categories are applied unevenly, so department reports are hard to trust. After this build, invoices become coded bills as they arrive, checked against what Xero already knows. Your advisor and your team see current, consistent figures. The Scope Card documents the field mapping and rules before you pay, so you know exactly what will be written to Xero.
Problems this solves
Tracking categories are left blank on bills in Xero
Coded bills are written into Xero through a two-way connection, with tracking categories set on every bill. Department or project reporting then reflects every supplier cost.
An invoice already paid from the bank gets entered as a new bill
Each invoice is checked against the contacts, bills and bank transactions already in Xero. Anything uncertain stops in a review queue rather than creating a second bill.
Supplier invoices sit in an inbox until someone finds time
Invoices are captured from email or an upload folder as they arrive. The documented field mapping turns them into Xero bills without anyone opening the attachment.
A good fit if
Your organization runs on Xero and bills are still keyed in from PDFs, or forwarded to an inbox that someone works through weekly.
Suppliers appear in Xero under slightly different contact names, and you want invoices matched to the contact you already have.
You use Xero tracking categories, such as department or region, and want them set on every bill by rule.
Some suppliers are paid by card or direct debit, and you want a check against bank transactions before a bill is entered.
Not the right fit if
You want bill approvals and payment batches run as well. See AI Accounts Payable Agent for Xero.
Late-paying customers are the bigger problem. See AI Accounts Receivable Agent for Xero.
Staff expense claims, not supplier bills, are the backlog. See AI Expense Audit for Xero.
Your books are in QuickBooks. See AI Invoice Intelligence for QuickBooks.
How it works
- Xero is authorized. Your Xero admin connects a Xero OAuth app on a 30-minute setup call, and we document how each invoice field maps to a Xero bill.
- Invoices are captured. From the inbox or upload folder: supplier, invoice number, dates, line items, tax and total, up to 25 fields per document type.
- The contact is matched. The supplier is looked up among your Xero contacts; a name it cannot match with confidence goes to review.
- Xero is checked for repeats. Existing bills are read for the same invoice number, and bank transactions can show a payment already made by card or debit.
- The bill is coded. Account code, tax rate and tracking categories follow the mapping and rules you approved.
- Clean bills post to Xero. Exceptions queue for your reviewer, with the invoice image and the reason it stopped.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A Xero admin to authorize the Xero OAuth app and attend a 30-minute setup call.
- Twenty or more real supplier invoices for each document type, redacted if needed.
- Your chart of accounts, tax rates in use and any tracking categories with the rules for applying them.
- The fields to capture and the checks each bill must pass before it is written.
- Test records or a demo organization in Xero for safe testing, where available.
- Your exceptions reviewer, and admin access and API keys for any second connected system, never by email.
- One decision-maker to approve the mapping and the move to your live organization.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; Xero setup call held and the field mapping drafted.
Weeks 1–2
Capture built; contact matching and bill coding configured for Xero.
Week 3
Two-way Xero link tested on test records; bank transaction check set up.
Weeks 3–4
100 sample documents processed into Xero test records; accuracy report shared.
Week 4
Two rounds of mapping and rule changes after your review.
Go-live
Switched to your live Xero organization; handoff recorded; 30 days of support.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,900 |
| Express | 15–25 working days | $5,750 |
| Rush | 10–20 working days | $6,600 |
What you receive at handover
- Invoice capture writing coded bills into Xero, with tracking categories
- Xero connection plus one more system, with a documented field mapping
- Validation rules and a human review queue
- Access set up through user invites or keys you control
- Test report from 100 sample documents on sandbox or test records, with an accuracy report
- Admin guide, recorded 60-minute handoff session and 30 days of support
Expected benefits and how to measure them
- Can make tracking category reports in Xero more complete.
- Helps stop already-paid invoices becoming new bills.
- Bills missing tracking categories
- Run a Xero report of bills without tracking categories for the month before launch and each month after.
- Duplicate or already-paid bills
- Count bills voided as duplicates in Xero for a quarter before launch and the quarter after.
- Inbox backlog
- Count unprocessed supplier invoices in the bills inbox at the end of each week.
Before you start: Check how many of last month's Xero bills lack tracking categories. Note the usual size of your supplier invoice inbox.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay for the build once. Running it costs roughly $30 to $200 a month in your own accounts for OCR, AI usage and storage, separate from your Xero subscription.
Build and test usage is billed to your accounts too, so the Xero connection and every provider account remain under your control. The build supports bookkeeping and is not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
More than one Xero organization, a fourth document type or a third connected system sits outside this scope. Note it at checkout for a written Change Quote.
Request a custom versionKeep it running
Monthly maintenance is recommended: monitoring, fixes and monthly change hours, enough to remap after you restructure tracking categories or to add new suppliers. Maintenance starts after the 30 days of support.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | Xero bill capture apps charge a monthly subscription that grows with volume | A Xero adviser bills by the hour to configure | Ours is one fixed price, shown before you buy |
| Tracking categories | Many apps leave tracking for you to set on each bill | Depends on the adviser | Ours sets them by the rules you approve |
| Already paid? | A capture app rarely looks at bank transactions | An agency build depends on what was agreed | Ours can check Xero bank transactions before writing a bill |
| Delivery | An app connects fast but you configure the rules | An adviser's timeline depends on availability | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Which Xero records does AI Invoice Intelligence for Xero use?
Invoices, bills, contacts and bank transactions, through a two-way connection. In practice it reads contacts to match the supplier, reads bills and bank transactions to catch repeats and prior payments, and writes a new coded bill. The documented field mapping lists every field it touches.
Can bills be created as drafts so we approve them inside Xero?
Yes, if that is how you want the mapping set. Bills can be written so your team gives the final approval in Xero, or posted directly once they pass every check. Either way, invoices that fail a rule stay in the review queue and never reach Xero.
Will it set Xero tracking categories on each bill?
Yes, using the rules you give us, for example a supplier default, a site name on the invoice or a cost type. Tracking categories are part of the agreed field mapping. If no rule applies, the invoice is queued for review instead of being tagged with a guess.
How does the setup call with our Xero admin work?
It takes about 30 minutes. Your admin authorizes the Xero OAuth app, we confirm permissions, and we walk through the draft field mapping together. Nobody shares a password by email, and the connection can be revoked from Xero at any time.
What is included in the Xero edition?
The Xero connection, a documented field mapping for bills, contacts, account codes and tracking categories, validation rules and an exceptions queue. Testing runs on 100 of your own documents and ends with an accuracy report. You also get two rounds of changes, a recorded handoff session and 30 days of support after launch.
What happens to our Xero data if we stop maintenance?
Nothing changes in Xero. Every bill, contact and transaction stays in your organization, and the build keeps running in your own accounts. Stopping maintenance only ends the monthly monitoring, fixes and change hours; you can restart it later if your setup changes.
Let Xero bills write themselves, with your rules attached.
Order AI Invoice Intelligence for Xero and supplier invoices become coded Xero bills against the right contact, checked for repeats and earlier payments, on a fixed delivery date.
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