Six Hours of Invoice Typing, Down to Thirty Minutes
One admin, one inbox full of supplier invoices, and a Xero file that needed every line typed in by hand. Here is what changed when AI took over the typing.
The problem: line-by-line data entry into Xero
Like most businesses, this client's supplier invoices arrived every way imaginable: attached to emails, as PDFs, and as photos snapped on a phone in the warehouse. Every one of them had to be entered into Xero by hand — supplier, invoice number, then each line item's description, quantity and amount, typed in one at a time.
Their admin was spending around six hours every week on this. Six hours of reading and retyping — the kind of work where one transposed digit means an afternoon of reconciliation later.
What we set up: AI reads, a person approves
We connected an AI extraction pipeline to their invoice inbox. Whether an invoice arrives as an email, a PDF or a phone photo, the AI reads it and captures every line item — description, quantity and amount, all matched up correctly.
The admin's job changed from typing to checking. She opens the captured bill, reviews what the AI read, confirms it's right, and approves it. The bill then flows straight into Bills to Pay in Xero, ready for payment, with the original document attached.
Any format, same result
Emails, PDFs and phone photos are all read the same way. Suppliers didn't need to change a thing.
Every line item captured
Descriptions, quantities and amounts extracted and matched — not just the invoice total.
Review and approve, not type
A human still signs off on every bill. The AI does the reading; the admin does the judging.
Straight into Bills to Pay
Approved bills land in Xero ready for payment, with the paper trail attached.
The result: six hours down to thirty minutes
The weekly invoice-entry job went from around six hours of typing to about thirty minutes of review and approval. Same invoices, same Xero file, same admin — minus the part of the job that was really a machine's job all along.
The hours came back, and so did the accuracy: bills in Xero now match the source documents because they were read, not retyped.
Try it on a real invoice right now
Paste in an invoice email or upload a receipt, and watch it build a Xero-style bill in a few seconds. It's the same technology from this case study, running live on our site.
Want this on your Xero?
Tell us roughly how many supplier invoices your team enters each week and we'll show you what the review-and-approve version looks like for your business. And if there's any other manual, repetitive task you'd like off your plate — chances are we can automate that too.