Live demo
Invoice automation for NZ businesses
Paste a supplier invoice the way it arrives, messy and all, and watch it get read, checked and coded for Xero in a couple of seconds.
Illustration · runs on a free AI model
For illustration only. These examples run on a free AI model, which is much weaker than the professional models we use to build real applications.
Try an example
The suppliers, GST numbers and amounts in the examples are all made up.
Tip: this demo has a made-up list of bills already in Xero. Change the freight invoice number to TF-10390 (written as “Invoice TF-10390” or “Invoice No: TF-10390”) to see the duplicate check fire.
This demo reads pasted text. A real build reads PDFs, photos and emails from your inbox and posts to your own Xero or MYOB once you approve. Here the Send button is a simulation, and the duplicate list, GST number check and chart of accounts are simplified.
What you just saw
AI data entry that shows its working
Each example comes out as a draft Xero bill: supplier, GST number, invoice number, dates, lines, account codes and totals. The plumbing merchant has a trade discount, the fuel card prices include GST, the electrician’s bill is a few lines of email, and the freight invoice has a mistake in it.
An AI model reads the text. Every figure it returns has to match something in what you pasted, and plain code does the arithmetic. The same checks run on every bill: each line multiplies out, the lines add up to the subtotal, GST is 15%, the total matches, the GST number is the right shape, the dates make sense, the invoice isn’t already in Xero, and there is a PO where the supplier normally wants one.
On the freight invoice the lines add up to $412.50 and the supplier’s subtotal says $421.50. The demo holds the bill and puts the $9.00 gap on its own marked line, so the bill you see and what Xero would get are the same. Sending it anyway needs a ticked override.
How the demo handles the awkward ones
- A currency code or symbol (USD, A$, £, €) beats a plain $. Anything not in NZD is flagged, and overseas tax goes to Xero as its own line because you can’t claim it as GST.
- “Amount payable”, “Balance due” and the like are read as totals, never as extra lines. A deposit you already paid is shown against the bill, not taken off it.
- Anything the demo couldn’t use, changed or assumed, or where the AI and the built-in rules read it differently, is listed under “Check these” at the top, and that bill isn’t shown as ready.
- Text in the invoice is only ever read as invoice text. A note telling the software to zero the bill, a change of bank account or a request to pay in gift cards or crypto stops the bill, and it can’t be sent from here.
- If the AI is unavailable, simpler built-in rules take over. That result is labelled “Basic offline mode” and is rougher.
Accounts payable automation for Xero
What it saves, with sums you can check
An illustrative office, not a client. Use your own numbers.
Worked example
Say an office gets 150 supplier bills a month, and typing each one into Xero, picking the account and checking the maths takes about 6 minutes (my assumption, so time your own).
150 bills x 6 minutes = 900 minutes, or 15 hours a month. At $45 an hour of staff cost, that is $675 a month, or $8,100 a year. If checking and approving still takes 2 minutes a bill, the saving is 150 x 4 minutes = 10 hours a month, or $5,400 a year.
A person still approves every bill, but they approve a finished draft instead of typing from scratch. Double-ups and wrong GST get caught before money leaves the account, and bills don’t sit in a shared inbox because someone was away.
Put your own volumes and hourly cost into the ROI calculator.
In a real Nelson business
Connected to the systems you already use
Getting bills in
A bills inbox or a watched folder. It reads PDFs, phone photos of dockets and plain emails, not only pasted text.
Your accounts
Your own chart of accounts and supplier rules, so the Richmond hardware merchant is always coded the way you code it. Bills go to Xero or MYOB as drafts for approval. That is systems integration work.
Your rules
Which suppliers need a PO, who approves bills over a set amount, what counts as a duplicate. We set these up the way your office works. More on AI automation in Nelson.
It suits professional services firms with a steady flow of supplier and subcontractor bills, and retailers who get an invoice with every delivery. A real build also learns from your corrections and keeps an audit trail. I lead each job, and two senior AI developers here in Nelson build and test it with me. If your volumes are too small for it to pay back, I’ll say so. Supplier and staff data is handled carefully under the NZ Privacy Act 2020.
Questions
Invoice automation NZ: common questions
Does it replace my bookkeeper?
No. It does the typing and the first round of checks. Your bookkeeper still approves every bill and deals with the odd ones.
Can it work with MYOB as well as Xero?
Yes. Xero is the example here because it is common in Nelson Tasman. The same approach posts to MYOB.
What if the AI misreads something?
Every figure it reads is matched back to the original, the sums are done in code, and the bill waits for a person to approve it. If the AI isn’t sure, the bill says so. You can change any account before it goes anywhere.
Is my supplier data safe?
Nothing pasted into this demo is stored. In a real build we agree up front what goes where, in line with the NZ Privacy Act 2020.