Xero Draft Bill Repairer

£18,200.00

Annual Savings

10 hours

Saved Per Week

What the client wanted:

Our client wanted to use AI and automation to complete missing data for draft bills in Xero. They wanted AI to extract missing data from the invoice and to auto-assign the correct expense account. They wanted anything that couldn’t be repaired automatically to be posted as an attachment to Slack for manual data entry.

Focus on high value work

Bookkeeping automation

Increase productivity

The workflow automation we delivered:

We developed a solution to streamline Xero data entry using workflow automation platform N8N to connect with Xero, and by leveraging AI capabilities from OpenAI to extract relevant information from invoices. The workflow processes invoices by downloading attachments, passing them to OpenAI for extraction, and updating Xero with correct details.

Here’s how it works:

1. N8N Integration: We established a connection between N8N and Xero, enabling seamless automation of tasks such as extracting missing data from invoices and assigning accounts.
2. Draft Invoice Retrieval: The workflow runs daily, retrieving all draft ACCPAY invoices from Xero and a list of expense accounts for assigning line items to.
3. Extraction With OpenAI: The attachment associated with the invoice is downloaded and passed to OpenAI's AI tools for detailed extraction. AI analyses the draft bills and extracts relevant information, including item descriptions and quantities.
4. Updating Invoices in Xero: If AI is able to complete this task automatically, it updates the corresponding fields in Xero with the extracted data. If not, a message with the invoice attached is posted to the client’s designated Slack channel for manual data entry. If an invoice is already paid, it will be submitted as Authorised; otherwise, its status will be set to Submitted Awaiting Authorisation.

Benefits:

Using automation technologies to manage draft bills in Xero means our client is now enjoying:

* Improved efficiency with streamlined, automated draft bill processing, saving valuable time and minimising human error.
* Accurate expense allocation as the correct expense accounts are assigned using AI or lookup tables for precise financial tracking.
* Significant savings of approximately 10 hours per week, resulting in annual cost savings of £18,200

PDF Extraction

Artificial Intelligence

Human Review (Only Where Needed)