Pulsify is AI-first accounts payable automation built for finance teams, bookkeepers, and growing businesses who need more than basic invoice scanning.

Pulsify's AI extracts every line, codes it from your Xero history, risk-checks it, and routes it through your approval chain into Xero.

AI-first document capture

• Forward multiple documents in one email - Pulsify separates invoices from different suppliers automatically, even mixed types and page counts
• Send by email, upload in the app, or drag & drop - PDF, JPG, PNG and common image formats
• Whitelist trusted suppliers to send directly to your Pulsify inbox
• Connect SharePoint folders for automatic document processing

Intelligent line-item extraction

• AI extracts detailed line-item data, not just headers and totals
• Categorisation from supplier history and your Xero chart of accounts
• Tracking categories at line-item level for departments and cost centres
• Bulk edit across line items when a whole invoice needs the same treatment
• Handles invoices, credit notes and receipts

Pre-approval risk validation

Every document gets a colour-coded risk score:

• Blue: Clean, proceed
• Yellow: Minor inconsistencies worth reviewing
• Amber/Red: Resolve before posting - duplicates, PO mismatches, bank account changes, pricing anomalies, missing data

Multi-step approvals with a review stage

• Build approval chains with as many steps as your policy needs
• Add a review step before approval, so coding and detail are checked before it reaches the person who signs off
• Unlimited reviewers in a single step - a whole team can weigh in at once
• Role-based permissions: admin, approver, submitter, reviewer - assigned per step
• Approve, reject, send back for changes, or reassign to someone else
• Auto-publish rules per vendor - trusted suppliers process automatically, risk checks still run
• Choose how bills enter Xero: draft, awaiting approval, or awaiting payment

See where every bill sits, and who owes the next action

Every bill carries a status you can read at a glance:

• Matching - being read and matched to your Xero data
• In the queue - waiting on a reviewer or approver
• Approved - signed off and synced to Xero
• Rejected - sent back with a reason
• Archived - closed out and kept on record

Collaborative statuses show who has actioned a bill and who it is waiting on.

• Filter the queue by supplier, reference, status, entity or amount
• Tracking category columns show the entity, department or job each bill belongs to
• Review, approve, reject or archive in bulk from the queue
• A daily digest email lists what is waiting on you

What sets Pulsify apart

Most AP tools stop at data capture. Pulsify validates every invoice against your Xero data - supplier history, purchase orders, and billing patterns - to catch errors and fraud instantly.

Multi-entity and multi-currency by design - manage every Xero organisation from one platform.