Document intake
Upload PDFs and images, forward invoices by email, or receive documents from employees, contractors, and client workspaces.
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Back to Xero automation
invoice processing for xero
Invoice processing for Xero from upload to approved bill
Invoice processing for Xero should be more than OCR. Sumext gives you a full workflow: collect documents, extract fields, review exceptions, apply approval rules, and sync only clean approved bills to Xero.
The problem
Manual Xero entry is costing you hundreds of hours
Every bookkeeper knows the drill: open Xero, create a new bill, type the vendor, date, invoice number, line items, tax code and account, then attach the PDF. At volume, that repeated entry consumes time that could be spent on review and client work.
Repeated field entry on every invoice
~10 hrs/week for a firm doing 50 invoices
500+ hrs/year on data entry alone
Approval before sync
Documents under approval stay out of Xero until an authorised owner or admin approves them.
Accounting sync
Approved bills are created in Xero with supplier details, tax treatment, account coding, and the source PDF attached.
Results
What firms see after switching
AI-assisted
invoice field extraction
Reviewable
source-linked field suggestions
Rule based
repeat-vendor coding
Controlled
eligible Xero auto-sync
For a firm doing 50 invoices/week
Before: ~9 hours/week data entry
After: ~25 minutes/week reviewing exceptions
Setup checklist
How the workflow runs
1
Connect Xero — Sumext syncs your contacts, chart of accounts, and tax rates in 2 minutes.
2
Upload your first invoice — AI extracts every field: supplier, date, amount, tax code, line items.
3
Review the extracted data — select the ledger account and tax code from your pre-populated Xero chart of accounts.
4
Submit to Xero — the bill appears in Xero as Awaiting Approval with the source PDF attached.
5
Create an approved vendor rule so eligible repeat invoices can follow the automation controls configured by your workspace.
Vendor learning
After 3 approvals, Sumext never asks again
Approved vendor rules remember the account and tax-code mapping. Eligible repeat invoices can then use the Xero automation settings chosen by the workspace, while exceptions remain in review.
an automation rate based on your own approved rules and document mix.
Every Sumext organisation gets a unique inbox address. Forward any invoice — or have suppliers email it directly — and it processes automatically, no upload needed. You get a WhatsApp notification when it arrives and a second when it syncs to Xero.
Email ingestion
One inbox address — invoices process themselves
No more manual uploads for emailed invoices. Forward once, automate forever.