Invoice Entry: the guide

• Businesses that enter supplier bills into Xero by hand
• Bookkeepers and production accountants coding bills to jobs or projects

Typing supplier invoices into Xero is slow, and a wrong GST figure, a duplicate or a changed bank account costs real money.

• Every invoice read and checked before anyone types a thing
• The invoice beside what was read, with anything doubtful marked on the field
• Catches duplicates, GST that doesn't add up and a supplier's changed bank account
• Codes each line to your accounts and job codes, and learns each supplier's usual coding
• Nothing goes into Xero until a person approves it, and then only as a draft

Takes invoices in two ways

Drop a PDF or photo on the Invoices screen, or have suppliers email your own address.

Reads and checks every one

The arithmetic, GST at 15% (10% in Australia), the GST and ABN numbers, dates, duplicates and bank accounts are all checked in code.

Codes it

Accounts, tax rates and your job code as a Xero tracking category, from what it learned about the supplier.

Enters the bill in Xero

On approval it creates the contact if needed and a draft bill with the PDF attached.

Reports

What came in, what was entered, hours saved, what the checks found and which suppliers need the most fixing.

1. 1

   An invoice arrives

   By email or dropped on the screen. The original is kept in Sydney and the same file twice is set aside.

2. 2

   It is read

   Only invoice pages are read, twice, and any field where the two readings differ is marked.

3. 3

   It is checked

   Each finding is a sentence on the field it's about: a problem stops the bill, a check is a nudge.

4. 4

   A person reviews it

   The invoice on the left, the bill on the right. Every edit is saved and checked again.

5. 5

   Approve enters it

   A draft bill is made in Xero with the PDF attached, in the approver's name.

6. 6

   It learns

   The same correction twice becomes the supplier's usual coding for next time.

1. 1

   Connect Xero

   Sign in to Xero and choose the organisation.

2. 2

   Job code

   Pick the Xero tracking category your job codes live in, and what one looks like.

3. 3

   Defaults

   The due date rule, and the account and tax rate when nothing fits.

4. 4

   Email address

   Copy your own invoices address for suppliers, and choose who may send to it.

5. 5

   Try it

   Drop in an invoice and see what it reads.

6. 6

   Go live

   Start sending invoices.

Every Buildloop assistant works off your AI Brain and brings what it learns back to it, so the more it knows about your business the more accurate it is, and each assistant you add makes the others stronger.

Your AI Brain keeps what it knows about your business in categories you can open, check and add to, with what's missing shown: About the business, Products and services, Pricing, Payments, Opening hours, Contact details, Locations and service areas, Booking and ordering, Delivery and collection, Returns, refunds and warranty, Terms and policies, Common questions, Other.

Xero

Needed. Your accounts, tax rates, tracking categories and contacts, and the draft bills it creates.

Email

Optional. Your own invoices address that suppliers send to.

• Every bill is entered only when a person presses Enter in Xero
• Bills always go into Xero as drafts
• A bill is removed from Xero only by a person, and only while it's a draft

NZ$79 + GST a month, including 150 invoices a month, then NZ$0.40 + GST for each invoice after that. Cancel any time. Every account also has the AI Brain, NZ$49 + GST a month, once for all its assistants.

• Credit notes and statements are set aside, not entered, for now
• Files dropped on the screen can be up to 4 MB; emailed ones up to 25 MB
• Words on a scan or photo can't be marked on the page yet
• One Xero organisation per business

• Your invoices are stored in Sydney, Australia, and only people in your business can open them
• Invoices are read by the AI model and are never used to train it
• Emailed invoices arrive through our email provider, Resend