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Accounts payable automation, from inbox to approved bill.

Accounts payable automation and invoice processing for Australian businesses: supplier invoices are captured from your inbox, checked for ABN and GST details, matched and routed for approval, then posted to Xero, MYOB or QuickBooks, with a person releasing every payment.

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Who this is for

Is this you?

  • Finance teams keying supplier invoices by hand
  • Businesses worried about duplicate or fraudulent invoices
  • Managers chasing invoice approvals by email
Common workflows

What we automate

Each use case shows the workflow it runs, from trigger to result. Yours is scoped to your systems during discovery.

Invoice capture to draft billSupplier invoices go from inbox to draft bill without retyping.
  1. Invoice arrives in your accounts inbox
  2. Supplier, ABN, dates, line items and GST extracted
  3. ABN and GST details checked
  4. Checked against past invoices for duplicates
  5. Draft bill created in Xero, MYOB or QuickBooks
Approval routingEvery bill reaches the right approver, and nothing sits waiting.
  1. Bill over your threshold
  2. Routed by amount, cost centre or supplier
  3. Reminder, then escalation if it waits too long
  4. Approved bill released for payment
PO matchingInvoices checked against what was ordered and received.
  1. Invoice quotes a purchase order
  2. Matched to the PO and goods receipt
  3. Price or quantity differences flagged
  4. Clean matches approved automatically
Supplier bank-detail checksPayment-redirection fraud stopped before money moves.
  1. Invoice or email shows new bank details
  2. Change flagged and the bill held
  3. Verification call to a known number
  4. Details updated and the check logged
Payment runsApproved bills paid on time in one controlled batch.
  1. Approved bills fall due
  2. Payment batch or ABA file prepared
  3. Finance reviews and releases it in the bank
  4. Bills marked paid and reconciled
Invoice processing exceptionsInvoices the system can't read fixed in seconds, not lost.
  1. Low-confidence field or mismatch found
  2. Sent to an exception queue with the original document
  3. Staff correct it
  4. Rule improved so it doesn't recur
Invoice archivingEvery invoice stored for the ATO's five-year record-keeping rule.
  1. Invoice processed
  2. Named to your convention
  3. Filed to Paperless, SharePoint or Drive
  4. Kept five years and searchable
Systems we integrate

Tools as proof, not the pitch

XeroMYOBQuickBooksMicrosoft 365Paperless & SharePointYour bank (ABA files)

We recommend platforms only after discovery, and connect to what you already use wherever we can.

Everything this service covers
Accounts payable automationInvoice processingApproval workflowsPO matchingDuplicate & fraud checksPayment runs
Delivery

How we deliver it

Discovery, build, a measured trial where it suits, then we manage it or hand it over. See our process →

Example automation

One workflow, start to finish

An illustrative example. Yours is designed around your systems.

TriggerA supplier emails an invoice to your accounts inbox
Automated step 1Supplier, ABN, line items and GST extracted
Automated step 2Checked against past invoices for duplicates
Automated step 3Draft bill created in Xero with suggested coding
Automated step 4Sent to the budget owner for approval
Human reviewFinance releases the payment in the bank
Security & human review

Designed secure

Nothing is paid automatically. Approved bills are batched for payment, a person releases every payment in your bank, and any change to supplier bank details needs a verification call.

FAQs

Common questions

Do we need new software for accounts payable automation?

Usually not. We automate around Xero, MYOB or QuickBooks, and add a dedicated accounts payable tool only if your volumes need one.

What happens to invoices the system can't read?

They go to an exception queue with the original document so someone can fix them in seconds, and the rule is improved so it doesn't happen again.

Who looks after it once it's live?

Your choice. We can manage it for you, with monitoring, fixes and improvements, or hand it over to your team with documentation and training.

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Related guides
Invoice processing, step by step→MYOB vs Xero vs QuickBooks→
Next step

Your systems, working as one.

Start with a free consultation. If there's a clear first workflow, we can prove it in 14 days.

Book a Free Consultation →Our Process