Overview
Pulsify is AI-powered accounts payable automation for Xero - built for finance teams, bookkeepers, and growing businesses who need more than basic invoice scanning.
Send invoices by email, upload via the app, or connect SharePoint. Pulsify's AI extracts line-item data, categorises it using your Xero history, runs pre-approval risk checks, and syncs validated bills to Xero - with role-based approval workflows and intelligent automation.
AI-powered document capture
- Forward multiple documents in a single email - Pulsify automatically separates invoices from different suppliers, even mixed document types and page counts
- Supports 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
- Automatic categorisation based on supplier history and your Xero chart of accounts
- Tracking category assignment at line-item level for departments and cost centres
- Handles invoices, credit notes, and receipts across multiple currencies
Pre-approval risk validation
Every document gets a colour-coded risk score before approval:
- Blue: Clean - proceed with confidence
- Yellow: Minor inconsistencies worth reviewing
- Amber/Red: Must resolve before posting - duplicates, PO mismatches, bank account changes, pricing anomalies, missing data
Approval workflows and automation
- Role-based permissions: viewer, editor, approver, admin
- Auto-publish rules per vendor - trusted suppliers process automatically with exception-aware safety checks
- Choose how bills enter Xero: draft, awaiting approval, or awaiting payment
- Payment recording to bank or credit card accounts on approval
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 before you pay.
Multi-entity and multi-currency by design. Manage multiple Xero organisations from one platform, or connect MYOB and QuickBooks alongside Xero.
Fewer errors, less rework, reduced fraud exposure - and bills entering Xero that are cleaner, safer, and easier to trust.
Pulsify + Xero
Pulsify integrates directly with Xero to automate accounts payable while keeping Xero as your system of record. The integration is secure, lightweight, and fits your existing workflow.
Data Pulsify reads from Xero
- Supplier records and contact details
- Chart of accounts and tracking categories
- Historical invoice data and line-item patterns
- Purchase orders for matching and validation
- Tax codes and rates
Data Pulsify writes to Xero
- Validated bills with full line-item detail and account coding
- Tracking category assignments at line-item level
- Credit notes with auto-allocation against original invoices
- Payment records to bank or credit card accounts
- Original documents attached to each bill
- New supplier contacts when needed
No changes are made in Xero without user action or approval.
Document workflow
- Documents arrive via email forwarding, upload, or SharePoint
- Multi-document emails are automatically separated
- AI extracts line-item data and matches to Xero suppliers
- Line items are categorised using supplier history and chart of accounts
- Pre-approval checks flag duplicates, PO mismatches, and anomalies
- Your team reviews and approves - or auto-publish handles trusted vendors
- Validated bills sync to Xero with documents attached
Line-item extraction and categorisation
Pulsify extracts at line-item level - not just totals. Each line is categorised using historical patterns, chart of accounts, tracking categories, and tax codes. Your corrections improve future accuracy.
Purchase order validation
Invoices are checked against Xero purchase orders - flagging overbilling, pricing drift, incorrect drawdowns, and partial delivery issues. Configure tolerance levels to match your policies.
Credit notes and adjustments
Full credit note workflow with automatic allocation against original invoices in Xero. Supports partial refunds and multi-line adjustments.
Security
- OAuth 2.0 authentication following Xero's standards
- Data encrypted in transit and at rest
- No invoice data shared with third parties
- Revoke access at any time through Xero
Multi-entity and multi-currency
Process invoices across multiple Xero organisations and currencies with consistent controls. Pulsify also supports MYOB and QuickBooks for teams working across platforms.
Getting started
Getting started takes minutes. The easiest way to begin is the Get this app button on this listing.
Setup in six steps
- Click "Get this app" on the Xero App Store for a secure OAuth connection
- Sign in to Xero and select your organisation - add more later
- Review and confirm permissions - Pulsify needs access to suppliers, chart of accounts, invoices, and bills
- Complete the Pulsify onboarding - set up team members, assign roles, and configure how bills enter Xero
- Choose your pricing plan - flexible plans that scale with your volume
- Start processing invoices
Most teams are up and running in under 10 minutes.
How to send documents
- Email: Forward to your unique Pulsify address. Send multiple documents in one email - they're automatically separated. Whitelist trusted suppliers to send directly.
- Upload: Drag and drop in the app, or photograph receipts on mobile
- SharePoint: Connect a folder for automatic processing
- Bulk upload: Process batches of historical documents
Supports PDF, JPG, PNG, and common image formats.
What happens next
Pulsify learns from your Xero data immediately. When you send an invoice:
- AI extracts line-item data and matches to your Xero suppliers
- Line items are categorised using supplier history and chart of accounts
- Pre-approval risk checks assign a colour-coded score
- Invoices appear in your dashboard - review flagged items, approve clean ones, sync to Xero
Daily workflow
- Forward invoices or upload via the app
- Check your dashboard for colour-coded risk indicators
- Focus only on invoices that need attention
- Approve clean invoices quickly, sync to Xero with one click
Tips for best results
- Keep Xero supplier records up to date for better categorisation
- Review flagged invoices promptly to prevent bottlenecks
- Use supplier whitelisting to eliminate forwarding steps
- Set up auto-publish rules for trusted vendors
- Assign team roles to match your internal controls
Support
- In-app guidance and tooltips
- Email and chat support
- Knowledge base with step-by-step guides
- Regular product updates based on feedback
Pulsify keeps Xero as your single source of truth. Start with the Get this app button - most teams are processing invoices within minutes.
