Payables & Receivables
AI Collections Agent
For overdue accounts only: runs polite, policy-based collection follow-ups and logs promises to pay.
Payables & Receivables
AI Accounts Receivable Agent for Xero
Bank transactions in Xero are matched to the right sales invoices, and anything that does not fit waits for finance.
Your bank feed lands in Xero, and someone works through the receipts each week deciding which invoice each payment settles. Customer references are inconsistent, so it takes judgment and time. This agent pairs each receipt with its sales invoice using amount, reference, contact and date, writes confirmed matches back to Xero, and sends due-soon reminders. Anything doubtful waits for a person.
- Bank receipts matched to the right Xero sales invoices
- Inconsistent references handled by amount, contact and date
- Due-soon reminders sent to Xero contacts in your tone
$6,900
20–30 working days
Optional maintenance $345/mo
What it is
AI Accounts Receivable Agent for Xero matches incoming money to the sales invoices it pays. Through a Xero OAuth app it reads invoices, contacts and bank transactions, pairs each receipt with its invoice using amount, reference and contact, writes confirmed matches back, and queues the rest for review. Every match is logged.
Why businesses buy it
A growing pile of unreconciled receipts in Xero means your cash position and aged receivables are always uncertain. Your team spends hours matching by eye, and customers occasionally get chased for money they already sent. After this build, receipts are matched and written back as they arrive, and only the unclear ones reach a person. You see who owes what with confidence. The Scope Card lists the field mapping, workflows and reminder rules before you buy, so your advisor knows exactly how the connection behaves.
Problems this solves
Bank reconciliation in Xero piles up with unmatched receipts
Through a Xero OAuth app, the agent pairs each receipt with its sales invoice using amount, reference and contact. Confirmed matches are written back, shrinking the reconciliation pile.
Customers pay with the wrong reference and the match is missed
Because it looks at amount and contact as well as reference, it can spot likely matches a strict rule misses. Anything uncertain is queued for review.
Nobody can say later why a receipt was matched to an invoice
Every match is logged. When a customer queries their balance, your team can see which receipt went to which invoice. Nobody has to dig through bank statements to explain it.
A good fit if
Your bank feed lands in Xero, and someone works through receipts every week deciding which invoice each one settles.
Customer references on bank lines are inconsistent, so matching needs judgment about amount, contact and date.
You want due-soon reminders sent to Xero contacts in your own tone, before anything becomes overdue.
A Xero admin can connect an OAuth app and spend thirty minutes agreeing the mapping.
Not the right fit if
Your books are in QuickBooks Online. See AI Accounts Receivable Agent for QuickBooks.
You need supplier bills matched and approved, not customer receipts. See AI Accounts Payable Agent for Xero.
Expense claims are the bottleneck. See AI Expense Audit for Xero.
Overdue balances need a chasing cadence. See AI Collections Agent.
How it works
- Authorize. A Xero admin connects the OAuth app, and on a 30-minute call we map which invoice, contact and bank transaction fields are read and how a confirmed match is written back.
- Read the receipt. New bank transactions in Xero, plus remittance emails in the one channel in scope, are picked up as they arrive.
- Find the invoice. Amount, reference and contact are compared with open sales invoices; partial references and similar contact names are weighed, not ignored.
- Write back. A confident match is written to Xero on the agreed mapping, within your approval rules.
- Queue the rest. Part payments, overpayments and receipts with no plausible invoice go to finance review with the candidates the agent considered.
- Remind. Contacts with invoices nearing their due date receive the reminder you approved. Balances are never written off by the agent.
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 OAuth app connected by your admin, with access shared securely in the way we agree at intake, never by email.
- Your Xero admin for a 30-minute mapping call.
- Your matching rules, chart of accounts and approval limits.
- Ten real remittances or bank lines that show how customers pay you.
- Your reminder timing and wording for invoices coming due.
- Access to the channel where remittances arrive.
- The exceptions approver, your business basics and one decision-maker.
- 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
Xero OAuth app connected, write-back rules and mapping agreed.
Weeks 1–2
Receipt matching, reminders and review queue built.
Week 3
Bank transaction reads and Xero write-back wired.
Weeks 3–4
50 documented scenarios on test records or a demo company.
Week 4
Review and two rounds of changes.
Go-live
Live on your Xero organization, recorded handoff, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $6,900 |
| Express | 15–25 working days | $7,950 |
| Rush | 10–20 working days | $8,950 |
What you receive at handover
- The receivables agent matching receipts to sales invoices in Xero
- Xero connection through an OAuth app, plus one more system, with a documented field mapping
- A review queue for uncertain matches and a log of every match
- Access set up through user invites or keys you control
- Test report covering 50 scenarios on sandbox or test records
- Admin guide, recorded 60-minute handoff session and 30 days of support
Expected benefits and how to measure them
- Can make bank reconciliation in Xero quicker and calmer.
- Helps answer customer balance questions with a clear record.
- Unreconciled bank lines
- Note the number of unreconciled lines in Xero at each month-end, before launch and after.
- Time spent reconciling
- Ask your bookkeeper to time weekly reconciliation for a month before launch and a month after.
- Matches overturned
- Count matches your team reverses each month as a check on quality.
Before you start: Record unreconciled bank lines in Xero at the last month-end and how long reconciliation takes each week.
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 $50 to $250 a month for AI model usage and hosting in your own accounts, alongside your Xero subscription.
Test usage during the build is billed the same way. The agent supports bookkeeping work and is not regulated financial, tax or investment advice.
Ask about running costsCustom requirements
A second Xero organization, more than six workflows, a third system or custom Xero objects beyond the mapping need a Change Quote. Note it at checkout to receive one in writing.
Request a custom versionKeep it running
For this edition we recommend monthly maintenance: monitoring, fixes and a monthly allowance of change hours, enough to refine matching for new customers or adjust reminders.
$345/mo (5% of the build price a month, includes 3 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 | A reconciliation add-on bills monthly per organization | An outsourced bookkeeper bills by the hour | Ours is one fixed price, shown before you buy |
| Matching logic | Rules you write and maintain yourself | Done by eye | Ours weighs amount, reference and contact together |
| Exceptions | Left unreconciled in the feed | Noted in a spreadsheet | Ours lists each with the candidate invoices it considered |
| Delivery | Connects quickly, rules take months to tune | Set per engagement | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Does the Xero receivables agent work from our bank feed?
Yes. It reads bank transactions already in Xero, so receipts from your feed are matched against open sales invoices. Remittance emails can also arrive through the one channel in scope and help with references. The agent does not connect to your bank directly; Xero remains the source.
How does it handle a customer paying several Xero invoices at once?
It looks for a set of open invoices for that contact that adds up to the amount, guided by any references on the bank line or remittance. A clear set is written back; anything ambiguous goes to finance review with the possible invoice combinations listed.
What exactly does the receivables agent write back to Xero?
Only what the documented field mapping allows, agreed with your Xero admin before the build. Confirmed matches are written against the invoice and bank transaction concerned. Contacts are read for matching and reminders. Bills belong to payables and are not part of this build's workflows.
Can we trial the receivables agent on a Xero demo company?
Yes. The 50 documented test scenarios can run on a Xero demo company or test records, covering exact matches, part payments, overpayments and unknown receipts. Your live Xero organization is only connected for real after you have reviewed the results.
What comes with the Xero receivables agent?
The Xero OAuth connection, a documented field mapping for invoices, contacts, payments and bank transactions, and up to six workflows built on your rules. Before launch we run 50 documented test scenarios and share the results. You also get two rounds of changes, a recorded sixty-minute handoff and 30 days of support after launch.
What are the receivables agent's monthly running costs on Xero?
Roughly $50 to $250 a month for AI model usage and hosting, billed to your own accounts, plus your Xero subscription as usual. The volume of receipts decides where you land in that range. Monthly maintenance is optional. It covers monitoring, fixes and change hours to refine matching for new customers or adjust reminders, and you can cancel any month.
Clear the Xero receipts queue without matching by eye.
Order AI Accounts Receivable Agent for Xero and bank receipts are matched to the right sales invoices, with every doubtful one queued for finance, on a fixed delivery date shown before you pay.
Works well with
Payables & Receivables
AI Accounts Payable Agent
Runs invoice intake, matching and approval routing for payables.
