Overview
WareConnect connects purchasing and supplier invoice workflows for Xero businesses. Choose Invoice Automation, Complete Purchase-to-Pay or both. Accounts Payable Automation gives teams visibility of approvals and pending work.
Invoice Automation | Supplier bills and clearer approvals
Capture and validate supplier bills, flag duplicates and route a configurable Invoice Approval Workflow by supplier, amount, department, job or cost centre. Match PO-linked bills; review invoice-only bills separately. Hold exceptions before approved bills post to Xero.
Complete Purchase-to-Pay | Control spending before invoices arrive
Manage budgets and Purchase Requests, approve Purchase Orders and record complete or partial Goods Receipts. Compare PO, receipt and invoice using 2-Way or 3-Way Matching. Route discrepancies for review under configured rules.
Additional financial controls
- Supplier Statement Reconciliation: Compare supplier statement entries with invoices and credits to identify missing bills, unmatched items and amount differences.
- Payment Run Approval: Managers review proposed batches of approved bills, including full or partial amounts and exclusions. This is separate from invoice approval. WareConnect does not transfer funds; bank-file handling, Xero payment updates and reconciliation depend on setup.
- Multi-Entity Accounts Payable: Coordinate bills across businesses with appropriate access, approvals and Xero organisation setup.
- Job and cost-centre controls: Support construction job costing. Allocate costs by job, project, department or budget owner; confirm Xero account and tracking mappings during setup.
- Supplier credit notes and invoice holds: Hold invoices awaiting supplier credits and review credit notes. Credit allocation to Xero bills follows Xero's accounting process and the agreed integration; WareConnect does not promise automatic allocation.
For accounting and bookkeeping firms
DataDevice offers white-labelled WareConnect to accounting and bookkeeping firms providing outsourced bookkeeping or accounts payable services. Firms can deliver invoice capture, validation, approvals and related AP processes under their own brand. Client Xero connections, workflows, onboarding and support are agreed with DataDevice.
Xero integration and modular onboarding
Xero remains your accounting system. WareConnect manages selected purchasing and AP workflows and posts supported approved bills and documents to Xero. PO/receipt synchronisation and banking handoff are confirmed during setup. Enable modules on request. Each enabled module has a one-time onboarding/setup fee; enabling modules does not change the monthly subscription fee. Existing user and processing charges remain under your plan. DataDevice configures and tests workflows before go-live. Select Get this app to begin your guided enquiry.
WareConnect + Xero
WareConnect integrates with Xero so Xero remains your accounting system while WareConnect manages supplier invoice approvals and purchasing workflows before posting.
Invoice and Accounting Data
- Xero reference data: Use relevant supplier and accounting information to validate and code invoices. Supported account codes, tax codes, currencies and tracking-category mappings are confirmed for each connected Xero organisation during setup.
- Approved bills to Xero: Capture and validate supplier invoices, check for possible duplicates and route approvals in WareConnect. Post supported approved supplier bills and associated invoice documents to the correct Xero organisation.
Purchasing and Invoice Matching
- Invoice-only and PO-linked workflows: Process supplier bills with or without purchase orders.
- Complete Purchase-to-Pay: Manage budgets, purchase requests, purchase orders and goods receipts in WareConnect. Use 2-way or 3-way matching to check invoices before approval. Any transfer of purchase order or goods-receipt records to Xero is confirmed separately.
- Multi-Entity Accounts Payable: Apply entity-specific workflows, permissions and accounting mappings across connected Xero organisations.
Payment and Credit Workflows
- Payment Run Approval: Review proposed payment batches, including full or partial amounts, and obtain internal authorisation. WareConnect does not transfer funds directly. Bank-file handling and Xero payment updates depend on the agreed setup.
- Supplier credits: Review credit notes and hold invoices awaiting resolution. Credit allocation against bills in Xero follows the supported accounting process and agreed integration.
Configuration and Onboarding
DataDevice works with your team to connect the relevant Xero organisations, configure supported fields and approval workflows, and test the agreed posting process before go-live.
Accounting and bookkeeping firms can also request white-labelled WareConnect implementations for their outsourced accounts payable services.
Pricing plans
This app includes a free 30 day trial
Tailored Pricing
- Choose Invoice Automation, Purchase-to-Pay or both
- Purchase order approvals, matching and supplier reconciliation
- Multi-entity AP and optional white-label solutions
- One-time setup fee for each module enabled on request
- More modules, no increase to monthly base subscription
- User, document and overage charges quoted before onboarding
Getting started
Getting started with WareConnect is simple. DataDevice provides guided demonstrations, optional trial access and assistance with configuring your selected workflows.
1. Request a Demo or Free Trial
Select Get this app to begin the enquiry process. Tell us whether you would like a product demonstration or access to a free WareConnect demo playground.
2. Explore WareConnect
On request, we can provide a playground with sample data so you can explore the interface, supplier invoices, approval workflows and purchasing features.
Important: The playground may not be connected to your Xero organisation. Sample transactions do not represent a live Xero integration.
3. Discuss Your Requirements
Our team will review your preferred modules, approval workflows, user roles and expected document volumes. Accounting and bookkeeping firms can also discuss white-label solutions for client AP services.
4. Receive a Tailored Quotation
We explain the applicable monthly subscription, user and processing charges, and the one-time onboarding fee for each requested module. Adding modules does not increase your agreed monthly base subscription fee.
5. Configure and Go Live
Once you proceed, DataDevice helps configure your selected workflows, connect the relevant Xero organisation(s) and test the agreed integration before production use.
Need assistance? Contact DataDevice using the Getting Started link below.
