Straight from inbox to Xero
Bills and receipts are pulled from the inbox, the supplier, date and amount are read off, and each item is matched to the right account and queued in Xero, ready to post.
Example build · Accounting
Receipts and invoices that file themselves
A bookkeeping team loses hours each week hand-keying every bill and receipt into Xero. Here is the build that reads and codes them automatically, with a person stepping in only for the odd ones.
5 hrs → 40 min
Weekly entry cycle
~7×
Faster than by hand
~225 hrs
Back per year
Illustrative example build. The figures are typical for a practice of this size, not measured results from a specific client.
The problem
Hundreds of bills a month, and every one is a small manual job
Bills and receipts arrived every way you can imagine: forwarded emails, photos, PDFs, the occasional paper docket dropped in. Someone had to open each one, read off the supplier, date and amount, decide which account it belonged to, and type it into Xero.
None of it was hard. All of it was slow. It filled hours that could have gone to the work clients actually pay for, and when the pile grew the coding got rushed, which meant mistakes to fix later.
What we built
Read, coded, and held back when unsure
The routine items post themselves. Anything unusual or low-confidence stops and waits for a person, so the checking stays where it matters and the typing disappears.
The odd ones flagged
Anything the system is not sure about, a new supplier, a strange amount, a blurry image, is held back and flagged for you to check before it goes anywhere near the books.
The stack
Everyday tools, joined up and watched
n8n
Outlook
Dext
Claude
Xero
What changed
- The routine typing goes away, so hours come back for real client work.
- Coding is consistent instead of rushed, so there is less to unpick at month-end.
- A person still reviews anything unusual, so the books stay right and nothing posts blind.
Build sheet
- Client
- A small bookkeeping team (illustrative)
- Engagement
- Workflow Audit, then a Targeted Build
- Timeline
- 2 weeks, kickoff to live
- Stack
- n8n, Outlook, Dext, Claude, Xero
- Aftercare
- Care retainer: monitored, human-reviewed and reported monthly
Over to you
Similar problem?
Hand-keying bills and receipts, or something like it? Tell us which documents pile up and where they have to end up, and we will map the build that files them. No pressure and no jargon, just a look at what is possible.