# Invoice Entry Invoice Entry reads supplier invoices, checks them, and enters each in Xero as a draft or approved bill when a person says so. It can also check supplier statements and make your creditors journal. Status: available; get started and we set it up with you. Checked 2026-11-09. ## Who it's for - Businesses that enter supplier bills into Xero by hand - Bookkeepers and production accountants coding bills to jobs or projects - Accountants who need a client's creditors at each period end ## The problem it solves Typing supplier invoices into Xero is slow, and a wrong GST figure, a duplicate or a changed bank account costs real money. ## Why businesses use it - Every invoice read and checked before anyone types a thing - The invoice beside what was read, each field marked green, orange or red with the reason a hover away - Catches duplicates, GST that doesn't add up, and a bank account or GST number that isn't the one Xero has - Codes each line to your accounts and job codes, and learns each supplier's usual coding - Nothing goes into Xero until a person enters it, as a draft or approved, and each person only does what you allow - Supplier statements ticked off against Xero line by line, and the creditors journal ready to import ## What it does - **Takes invoices in two ways.** Drop PDFs or photos on the Invoices screen, several at once, or have suppliers email your own address. It can email you about new ones each morning. - **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.** Enter as draft, or Enter and approve, creates the contact if needed and the bill with the PDF attached. A draft can be approved later, here or in Xero. - **Who does what.** Give each person in your business review only, enter as draft, or enter and approve, so bills can be got ready by one person and approved by another. - **Customers and purchase orders.** If you pass costs on, choose a customer on a line and it becomes a billable expense in Xero. If you use purchase orders, each invoice is matched to its open order, checked against it, and the order marked billed. - **Creditors from statements.** Checks each supplier's statement against the bills in Xero, accrues only what's missing (or the whole balance, if you've stopped entering bills), and makes the journal for Xero, with GST on each line for invoice basis and its reversal if you want it, once a person signs the period off. - **Reports.** What came in, what was entered, hours saved, what the checks found and which suppliers need the most fixing. ## How it works 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. **It is read.** Only invoice pages are read, twice, and any field where the two readings differ is marked. 3. **It is checked.** Each field is marked green, orange or red with the reason behind an eye; the bank account and GST number are compared with the Xero contact's. 4. **A person reviews it.** The invoice beside the bill, across the whole screen. Every edit is saved and checked again, and a tick confirms the bank account and GST number. 5. **Enter as draft, or enter and approve.** The bill is made in Xero with the PDF attached, in the person's name: a draft for someone to approve, or approved and waiting for payment. 6. **It learns.** The same correction twice becomes the supplier's usual coding for next time. ## Setting it up About 20 minutes. 1. **Connect Xero.** Sign in to Xero and choose the organisation. 2. **Jobs and customers.** The Xero tracking category your job codes live in and what one looks like, whether you pass costs on to customers, and whether you send purchase orders from Xero. 3. **How bills go in.** Line by line or one line, GST when an invoice shows none, the due date rule, the bank account tick, the account and tax rate when nothing fits, and who reviews, enters and approves bills. 4. **Invoice email.** The address suppliers send invoices to, picked up automatically; who it accepts them from, and when to email you about new ones. 5. **Try it.** Drop in an invoice or several; the first opens beside what was read. 6. **Go live.** Live and taking in invoices: everything emailed or dropped in is read and waits for you. ## How it uses the AI control centre Every Buildloop assistant works off your AI control centre, which holds your company details, knowledge and settings, trains each assistant and passes what one learns to the others. The more it knows about your business the more accurate every assistant is, and each one you add makes the others stronger. Your AI control centre keeps what it knows about your business in Content Sections you can open, check and add to, with what's missing shown. Each says whether it's for customers, staff or both. You start with 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, Staff knowledge, Other, and can add, rename or remove them; the AI suggests sections from what it reads. How we talk, Rules and Suppliers are kept beside them. It reads: - Your business's details and the people in it - What it learned about each supplier It adds: - Each supplier's usual coding, other names and bank account, learned from your corrections ## How it gets better - Each supplier's usual account and tax rate, from bills you approve and your past bills in Xero, into Suppliers in your AI control centre. - Kept as a test: every bill you corrected before approving: the next reading must get those fields right. - Anything it works out for itself waits for you to check before your other assistants use it. ## Training A screen-by-screen narrated training video and guide, last reviewed 2026-10-21. They are reviewed every month and updated before any change to the screens. ## What it connects to - **Xero** (needed): Your accounts, tax rates, tracking categories and contacts, the bills it creates and approves, billable expenses and purchase orders, what you owe suppliers, and your Documents inbox - **Email** (optional): Your own invoices address that suppliers send to - **Your bank, through the AI control centre** (optional): Payments that leave your account, matched to the bill they pay so you can mark it paid in Xero with one press ## What a person approves - Every bill is entered only when a person presses Enter as draft or Enter and approve, and each person only does what their rights allow - Bills go into Xero as drafts, and are approved only by someone with the right to approve bills - A cost is passed on to a customer, and a purchase order marked billed, only with the bill a person entered - A bill is removed from Xero only by a person, and only while it's a draft - A period's creditors are signed off by an owner or admin before the journal downloads ## Price NZ$79 a month, including 150 invoices a month, then NZ$0.40 for each invoice after that. Cancel any time. Plus a one-off set-up and configuration fee, agreed after a short call about your business. Every account also has the AI control centre, NZ$49 a month, once for all its assistants. ## What it doesn't do - Credit notes are set aside, not entered, for now - The creditors journal is downloaded and imported into Xero by a person, never posted by the assistant - The Xero Documents inbox is read when someone presses Check the Xero inbox - 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 data - 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 ## Questions **What counts as an invoice?** One document read, however it ends: entered, set aside or removed. A supplier statement counts as one too, and never twice for the same statement. **Can it give my accountant my creditors?** Yes. Switch on Creditors from statements in Settings. It checks each supplier's statement against Xero and makes the accrued creditors journal for each period, each supplier to its usual account, with GST for invoice basis if you need it. Include the reversal, or set auto-reverse in Xero. **Does it post bills on its own?** No. A person approves every bill, and it goes into Xero as a draft. **Which accounting software does it work with?** Xero today. **How do I start?** Watch the demo, then buy it on its page. Set-up is connecting Xero, choosing your job code and your invoices address.