Accounting & bookkeeping / AI & information
From invoice attachment to a bill ready for review.
AI prepares the details. Validation checks the figures. Bookkeepers review the source and proposed entry together before a draft bill goes to Xero.
Explore the project
What changed
Less repeated transcription, with experienced bookkeepers retaining the accounting decisions.
01 / The problem
Where things got stuck.
Supplier invoices arrived through email, shared folders and scans. Staff opened each file, worked out which client it belonged to, entered the figures, chose the coding and filed the original.
Different layouts and overlapping supplier names made preparation harder across multiple client accounts. Unfinished bills and questions were tracked separately from the source documents.
02 / What we built
What we built.
We connected Outlook and SharePoint to Make and a custom document-processing service. Each document receives a client organisation and stored source copy. AI extracts supplier details, references, dates, lines and totals into a common record.
Checks compare the figures, match suppliers and identify possible duplicates. Client mappings suggest coding. The bookkeeper sees the source beside the prepared entry, corrects anything uncertain and approves the handoff to a draft bill in the right Xero organisation.
03 / How it works
Connected from
start to finish.
- 01
Receive & identify
Use the designated inbox or folder to select the client and preserve the source.
- 02
Extract & check
Prepare fields, compare totals, match the supplier and flag possible duplicates.
- 03
Review together
Inspect the source and proposed entry, confirm coding or attach a query.
- 04
Create the draft
After approval, create the Xero draft bill and attach the original document.
04 / The difference
A better working day.
Before
- Staff typed the same invoice information into several places.
- Queries and source files were tracked separately.
- Review meant switching between documents and accounting screens.
After
- Incoming files become structured entries ready for review.
- The source, query and proposed bill stay connected.
- Bookkeepers review the evidence and entry together.
05 / Inside the build
The details that
make it dependable.
Organisation matching, supplier checks and arithmetic use explicit rules. Uncertain values and suspected duplicates remain visible for review. Coding suggestions are separate from extracted facts. An ambiguous Xero response is checked before resubmission. Payment approval and settlement remain outside this workflow.
- Outlook & SharePoint
- Invoice intake and organisation-specific source storage
- Make
- Intake routing and workflow coordination
- Document AI
- Interpretation of layouts and structured field extraction
- Review interface
- Evidence, corrections, coding and queries
- Xero
- Draft bills with attached source documents
