Overview
Derive is the modern purchasing and accounts payable automation platform built for multi-entity Xero organisations that need control, visibility, and consistency across every entity.
Most finance teams outgrow spreadsheets, email approvals, and basic AP tools long before they realise it. Purchasing becomes decentralised, approvals sprawl across inboxes, and when invoices finally arrive in Xero, it is already too late. Derive fixes this by giving finance a unified control layer before, during, and after spend hits Xero.
Centralised purchasing and approvals Every request enters a single intake experience. Derive automatically determines the correct entity, business unit, approval path, and policy rules — keeping everything visible, structured, and audit-ready.
Multi-entity logic Derive detects the right Xero entity for every request and invoice using metadata, vendor rules, and configurable logic. No mis-coded bills, no cross-entity errors, and clean data flowing into the right Xero file automatically.
Automated AP Derive applies OCR, entity detection, two-way and three-way PO matching, contract-level matching, exception handling, and auto-coding to the right account, tax rate, and tracking categories. Finance teams process invoices three to five times faster with stronger controls.
Consolidated visibility CFOs and controllers can see committed spend, approved but unbilled spend, pending requests, vendor exposure, and entity-by-entity trends in one place.
Seamless Xero integration Approved contacts, suppliers, purchase orders, and invoices sync into the correct Xero organisation instantly with full audit history attached.
Who Derive is for Large SMB organisations using multiple Xero entities who want standardised purchasing, automated approvals, reliable entity detection, scalable AP automation, and a modern finance-friendly control layer.
If you have outgrown manual approvals and basic bill-processing tools, Derive is the platform that closes the gap.
Derive + Xero
Derive integrates deeply with Xero to create a unified purchasing and AP automation experience across single or multi-entity organisations. Every request, approval, vendor decision, and invoice flows into the correct Xero organisation with clean data and full audit history.
1. Real-time data sync across entities Derive connects to one or multiple Xero organisations simultaneously. Each entity is mapped to Derive's multi-entity engine, pulling chart of accounts, tracking categories, tax rates, currencies, contacts, and bank accounts. Syncs run nightly or on-demand, and the correct entity is automatically assigned when requests or invoices arrive.
2. Automated bill creation with full context OCR extracts supplier details, line items, costs, and GST or VAT metadata. Derive determines the correct entity, account code, tax treatment, and tracking categories, then runs two-way and three-way PO and contract matching. Once approved, bills are created directly in Xero with the full audit trail and approval chain attached.
3. Vendor and contact sync Vendor onboarding and updates sync between Xero and Derive, ensuring workflows always reference the correct record. Suppliers can also be created from purchase requests and validated before invoices appear in Xero.
4. Multi-entity detection and routing Derive automatically selects the right Xero entity using request type, cost centre, vendor rules, invoice currency, and department — eliminating misposted invoices and cross-entity errors.
5. Approvals and audit history Every invoice pushed to Xero includes the approval flow, timestamped audit log, supporting documents, and any notes or exceptions.
6. Workflow automation powered by Xero data Derive uses Xero data to power automated coding, finance thresholds, delegation of authority rules, budget alerts, and contract linking.
7. Secure, enterprise-grade integration Built on Xero's OAuth 2.0 framework with encrypted data transmission and strict permission scopes. Teams can connect or disconnect entities independently and restrict access per role.
Getting started
- Connect Xero and request a demo
- Our team will work with you to:
- Connect your entities
- Sync suppliers, accounts & tracking categories
- Configure your approval flows
- Invite your team
- Go live with your first request
