Overview
The AP Automation Platform CFOs Using Xero Are Choosing
PaperLess is rapidly becoming the leading choice for CFOs and Finance Directors on Xero, delivering end-to-end accounts payable automation at a flat monthly fee with no limits on invoices, transactions or companies.
The Problem with Manual AP
If your finance team is still keying invoices into Xero, chasing approvals by email, or manually matching purchase orders, you are losing time, introducing errors, and losing visibility over spend. PaperLess solves all of this in one platform, fully integrated with Xero.
Unlimited. Flat Fee. No Surprises.
Unlike per-invoice or per-transaction pricing models, PaperLess charges a simple flat monthly fee covering unlimited invoices, unlimited transactions and unlimited Xero companies. As your business grows, your costs stay fixed.
What PaperLess Does
AI Invoice Capture & OCR PaperLess reads every invoice automatically, capturing supplier details, amounts, VAT and line items, then posts directly to Xero with no manual data entry. The more you use it, the smarter it gets.
Multi-Level Invoice Approval Workflows Route invoices to the right approvers based on amount, supplier, cost centre or department. Approvers review and authorise online or on mobile, with no email chains or lost invoices.
PO Matching Invoices are matched automatically against Xero purchase orders. Discrepancies are flagged before posting so nothing slips through without the right authorisation.
PO Requisitions Control spending at source. Require sign-off before a purchase order is placed, with full approval workflows built in. Spend is authorised before it is committed.
Expenses & Mileage Employees submit expenses and mileage via mobile app. Receipts are captured and recognised automatically, then reimbursements flow through the same structured approval workflow.
Deep Xero Integration Every invoice is linked directly to its Xero transaction line. Look up any document instantly from within Xero, with complete audit trails and full AP visibility at all times.
Why CFOs and Finance Directors Choose PaperLess
- Flat monthly fee covering unlimited invoices, transactions and companies with costs that never increase as you scale
- No manual data entry with invoices captured, coded and posted automatically
- Faster approvals through structured workflows that replace email and paper-based processes
- Full spend control with every step authorised from requisition through to payment
- Complete audit trail with every action logged and linked directly to Xero transactions
- One platform for invoices, approvals, PO matching, requisitions and expenses
Ready to Transform Your AP Process?
PaperLess connects to Xero in minutes. Book a free demo and see how your team can process invoices faster, with less effort and more control, at a price that never changes as you scale.
PaperLess + Xero
PaperLess Europe integrates seamlessly with Xero to help businesses automate their accounts payable process, reduce manual data entry, and gain greater control over invoice approvals. Using secure Xero authentication, PaperLess connects directly to your Xero account, allowing invoice data to flow smoothly between both systems. Once connected, businesses can automate the capture, approval, and posting of supplier invoices without repetitive manual processing.
Intelligent Invoice Recognition When invoices are received, PaperLess automatically extracts key information including supplier details, invoice numbers, dates, and amounts. This significantly reduces the time spent on manual data entry and minimises the risk of human error.
Configurable Approval Workflows Once invoice data has been captured, invoices are routed through configurable approval workflows, ensuring the right people review and approve every invoice before it is posted to Xero. This provides full visibility and accountability, helping businesses maintain strong financial controls while accelerating invoice processing.
PaperLess supports two approval workflow types to match different business requirements:
Standard Approval Workflow: invoices follow a predefined approval path. Designated approvers review and approve documents before they are posted to Xero, ensuring financial records remain accurate and up to date.
Dispute Approval Workflow: designed for businesses that need invoices available in Xero immediately for accrual purposes but held from payment until fully approved. Where an invoice contains discrepancies or requires further investigation, it is posted to Xero with a Draft status while the team reviews, collaborates, and resolves the issue with a full audit trail maintained throughout. Once resolved, the invoice proceeds through the normal approval process.
Extended AP Automation for Xero By reading and writing data directly via the Xero API, PaperLess extends AP automation beyond invoice processing:
PO Matching for Xero — invoices are automatically matched against Xero purchase orders, with discrepancies flagged before posting.
PO Requisitions for Xero — purchase authorisation is required before a purchase order is placed, giving finance teams control over committed spend from the outset.
By combining intelligent invoice capture, structured approval workflows, and deep Xero integration, PaperLess helps organisations streamline their accounts payable processes, improve efficiency, and maintain greater control over their financial operations.
Pricing plans
PaperLess for Xero
- AI OCR Data Capture
- Invoice Approval
- Invoice Archiving
- PO Matching
- PO Requisitions
- PaperLess Expenses
Getting started
Getting Started with PaperLess for Xero
Getting up and running with PaperLess is straightforward. Most customers are fully operational within a single day, with no downtime to their existing Xero workflow.
Step 1: Book a Free Demo The first step is a personalised demo with one of our AP automation specialists. We walk you through PaperLess in the context of your business, your invoice volumes, and your approval structure. There are no generic presentations — every demo is tailored to how your finance team works. Book your free demo at paperlesseurope.com
Step 2: Choose Your Users and Modules PaperLess is licensed by user type. Following your demo, we will recommend the right combination of licences based on your team structure and the modules you need.
Step 3: Receive Your Quote and Place Your Order Once your requirements are confirmed, we provide a clear, transparent quote with no hidden costs. Pricing is based on the number of users and modules selected. There are no per-invoice fees, no transaction limits, and no surprises as your volumes grow. Placing an order is straightforward. Your dedicated account contact will guide you through the process and coordinate everything from signature through to installation.
Step 4: Installation in Around 2 Hours PaperLess is installed remotely by our technical team via a scheduled session. Installation typically takes around 2 hours. Your IT team is not required to do anything in advance beyond confirming a few straightforward technical details, which we provide in a pre-installation checklist sent ahead of the session. By the end of the installation session, PaperLess is connected to Xero, your companies are configured, and your team accounts are set up and ready.
Step 5: Half-Day Online Training Training is delivered online by a PaperLess specialist, typically as a half-day session. We cover everything your accounts team needs to start processing invoices independently, including invoice capture and OCR recognition, coding and posting to Xero, approval workflow setup and use, PO matching and any additional modules in your licence. Most customers begin processing live invoices the same day as training. There is no disruption to your existing Xero workflow and no parallel running period required.
Up and Running Without Downtime From the moment PaperLess is installed, it works alongside Xero. There is no data migration, no period of manual duplication, and no cutover window to manage. Your team continues working in Xero exactly as before, with PaperLess handling the capture, approval and posting automatically. Most customers are fully operational within a single working day.
