AI workflow · Provable for £350
Supplier invoices, read and ready in Xero.
- Ordinary code: Invoice arrivesPDF attached to an email in the accounts inbox
- AI step: AI reads the PDFSupplier, number, date, lines, VAT, total
- Ordinary code: Checked against the POSupplier, totals and PO number must matchA person, only when needed: A person reviews itOnly when something doesn't match
- Ordinary code: Draft bill in XeroPDF attached, waiting for approval
- AI step
- Ordinary code
- A person
- Only when needed
What goes in
Supplier invoices arriving as PDF attachments in the accounts inbox.
What comes out
Draft bills in Xero with the PDF attached, matched to the supplier and purchase order.
Where a person checks
Invoices that don't match the purchase order, or where a field is uncertain, wait in a review list. Nothing is approved or paid automatically.
Demonstration
See it work on sample data
A worked example using made-up sample data. It is not a client project and not a live recording.
Input: an emailed invoice (PDF)
Northfield Packaging Ltd Invoice INV-20931, 2 October 2026 PO reference: PO-1182 120 × Double-wall boxes 600mm: £960.00 40 × Pallet wrap 500mm: £110.00 Subtotal: £1,070.00 VAT 20%: £214.00 Total: £1,284.00
Output: extracted and checked
| Field | Result |
|---|---|
| Supplier | Northfield Packaging Ltd, matched in Xero |
| Invoice number | INV-20931 |
| Lines and VAT | 2 lines, VAT £214.00, adds up |
| Purchase order | PO-1182 found, total £1,248.00 |
| Total vs PO | £36.00 more than the PO. Flagged for review |
| Xero | Draft bill created, not approved |
The review step
Because the total doesn't match the PO, the invoice waits in the review list with the PDF and the PO side by side. A person decides.
Testing it on your examples
For each field (supplier, invoice number, date, lines, VAT, total, PO number) we report how often it came out right across your sample, and list every invoice that didn't.
Limitations to know about
- Handwritten or poorly scanned invoices are less reliable and may always need a person.
- Matching needs purchase orders that exist somewhere we can read, such as Xero or a spreadsheet.
- Bills are created as drafts. Approval and payment stay with your team.
Part of our AI workflows work.
Start here
Workflow Proof
£350fixed
Test one workflow against an agreed set of your real examples before committing to a full build.
Credited toward implementation if you go ahead.
Want to test supplier invoices to xero on your own examples?
The Workflow Proof is £350 fixed, credited toward implementation. Tell us what comes in and where it needs to go.