Turn supplier invoices into Xero bills in seconds. Process AI's artificial intelligence reads, validates, and routes every invoice for approval — eliminating manual data entry and catching duplicates, calculation errors, and supplier fraud before they cost you a cent.
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August 2026Overview
Stop processing supplier invoices by hand.
Process AI uses artificial intelligence to read your supplier invoices, extract every detail — supplier name, dates, amounts, line items, and tax — and get them into Xero with just a few clicks.
How it works
Upload a file, forward an email, or let your team submit invoices directly. The AI handles the extraction instantly, flags anything that needs attention, and routes invoices to the right approvers automatically — based on the rules you set.
What it solves
- Manual data entry — AI extraction replaces typing line items, dates, amounts, and tax into Xero
- Duplicate payments — multi-layer duplicate detection blocks the same invoice from being paid twice (checked against both Process AI and your Xero bills)
- Supplier fraud & errors — ABN mismatches, unknown suppliers, and slight name variations are flagged before approval
- Tax calculation mistakes — every invoice is verified before it reaches Xero (we've caught suppliers double-charging GST at an effective 20% rate)
- Over-budget purchases — purchase orders trigger a warning the moment an incoming invoice threatens to exceed the approved amount
- Approval chasing — workflows route invoices to the right person automatically, with one-click approve/reject from email
Built for your team
- Up and running in 10 minutes — connect Xero and Process AI pulls in your chart of accounts, tax rates, and tracking categories automatically. No complex mapping exercises, no consulting projects, no weeks of setup before you can process your first invoice.
- Optional rules for the tricky stuff — you don't need to configure rules to start; the AI handles most invoices out of the box. For complex suppliers you want treated a specific way, just describe the rule in plain English and Process AI will apply it every time that supplier's invoice comes in.
- Built-in AI assistant — ask it to recode line items in bulk ("move all of these to Marketing"), investigate calculation discrepancies, fix supplier mismatches, or explain why an invoice is flagged. It can take the action for you, in plain English, without you having to click through every line.
- Approvals for everyone — internal team members approve in-app; external stakeholders approve from a secure email link without needing an account
- Purchase orders built in — create POs, match incoming invoices line-by-line, and track fulfilment automatically
The benefit
Less admin. Fewer errors. Cleaner books. The more you use Process AI, the less manual work it takes — supplier rules, approval workflows, and AI predictions all get smarter over time.
Process AI + Xero
Data sync
- Chart of accounts (Xero → Process AI) — Imported on connection and kept in sync — used for AI account code suggestions
- Tracking categories (Xero → Process AI) — All categories and options synced, available for line-item assignment and approval routing
- Tax rates (Xero → Process AI) — Your Xero tax configuration is the source of truth for tax treatment
- Contacts & suppliers (Bi-directional) — Existing Xero contacts are matched automatically; new suppliers can be created in Xero from inside Process AI
- Bills (Process AI → Xero) — Approved invoices are pushed to Xero as bills — correctly coded, taxed, and ready to pay
- Bill status (Xero → Process AI) — Awaiting Approval → Awaiting Payment → Paid is reflected back in Process AI in real time
Automation
- AI-powered extraction — supplier, dates, line items, quantities, unit prices, and tax are pulled from PDFs and images automatically
- Account code & tracking category prediction — every line item gets a suggested account code and tracking category, with confidence scores and justifications
- Tax classification — Process AI detects whether invoices are tax-inclusive, tax-exclusive, or GST-free, and validates tax calculations against your Xero tax rates
- Supplier matching — incoming invoices are matched to Xero contacts by ABN, exact name, fuzzy name, and AI semantic match (≥70% confidence is applied automatically; below that, Process AI shows the top 5 candidates)
- Duplicate prevention — before any bill is created in Xero, Process AI searches for matches by invoice number and reference, and blocks submission if confidence is ≥60%
- Supplier rules — set the account code, tracking category, and tax treatment for a supplier once, and Process AI applies them to every future invoice from that supplier
- Email forwarding — each organisation gets a dedicated address; invoices forwarded there are extracted, validated, and queued automatically
Workflows
- Configurable approval rules route invoices by tracking category, amount, supplier, or any combination
- Internal approvers review and approve directly in Process AI
- External approvers (managers, partners, clients) approve via a secure email link — no Process AI account required
- Multi-level approval chains support sequential sign-offs
- Auto-approval rules clear trusted, low-risk invoices without human review
- Daily approval digests keep approvers on top of their queue
- Purchase order matching — incoming invoices are matched against open POs line-by-line, with warnings if an invoice would exceed the approved budget
- Validation gating — every invoice passes calculation checks, duplicate checks, ABN validation, and tax verification before it can be sent to Xero. Failures are surfaced in Processing Logs with full detail for your team to resolve
Getting started
Managing supplier invoices doesn't have to be a full-time job. Here's how to get up and running:
Step 1 — Sign up and connect Xero
Create your account at dash.processai.com.au, set up your organisation, and connect your Xero account in minutes. Click Admin, and sync your chart of accounts, tax rates, and tracking categories in seconds.
Step 2 — Send in your invoices
Pick whichever is easiest:
- Upload — Upload PDF or image of bills and receipts into the dashboard
- Send Email with Invoices Attached — Simply send an email with your supplier bills and receipts to your dedicated Process AI Bills Email address.
- Mail forwarding — Set up an automatic forward of your supplier emails to your dedicated Process AI address (the attachment is processed automatically and reviews for non-invoices)
The AI reads the invoice and extracts everything — supplier, amounts, line items, tax — instantly.
Step 3 — Review and approve
Check the extracted data, make any tweaks (usually not needed), and approve. Process AI:
- Flags duplicates (both internal and against your Xero bills)
- Catches ABN and supplier mismatches
- Validates tax calculations
- Alerts you if an invoice exceeds an approved purchase order
Internal team members approve in-app; external approvers get a secure email link.
Step 4 — Send to Xero
Click Save to Xero. Your bill lands in Xero — correctly coded, correctly taxed, with the right tracking categories applied, and ready to pay. No manual entry. No re-checking.
With options to customise further...
- Build approval workflows — configure supplier and/or tracking category approval rules to ensure the right people are sent invoices for approval.
- Supplier and Organisation wide processing rules — Use natural language to describe how certain invoices should be coded differently, including ommitting line items from extraction, or using specific tax codes, account codes or tracking categories.
Less admin. Fewer errors. More time for what matters.
Process AI — invoice processing made simple.
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Additional info
Shared data
Xero
Process AI
Invoicesshared from Xero to Process AI and from Process AI to Xero
Accountsshared from Xero to Process AI and from Process AI to Xero
Tracking Categoriesshared from Xero to Process AI and from Process AI to Xero
Tax Ratesshared from Xero to Process AI
Currenciesshared from Process AI to Xero
Credit Notesshared from Xero to Process AI and from Process AI to Xero
Contactsshared from Xero to Process AI
Functions
Bills and expensesIndustries
AccountingApp details
By Process AI
Added in 2026Try Process AI for free
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