Getting Supplier Documents Into Xero, QuickBooks or Sage Automatically

Draft, never posted

The single most important design rule in finance integration: AI output creates draft entries that a person approves. It never posts, never pays and never reconciles by itself.

That keeps the control environment intact and it is what makes finance teams willing to use it.

Validation before it reaches the ledger

• Supplier matched to an existing contact, or flagged as new
• Line totals summing to the stated total
• Tax amount consistent with the rate and base
• Duplicate check against invoice number and supplier
• Nominal code suggested from the supplier's history

Validation is where accuracy comes from. Extraction alone gets most fields right; validation knows which ones it got wrong.

What the finance team sees

1. Drafts appear in the accounting system as normal
2. Uncertain fields are flagged with the document region shown
3. The source PDF is attached to every entry, always
4. Approval happens exactly as it does today

No new tool, no new approval process, no new training. That is the reason this integration adopts well.

Realistic numbers

The remainder is not a failure — it is correctly identified as needing a person, which is exactly what you want.

Controls and audit

Every created entry carries the source document reference, the confidence, the model version and who approved it. That makes the audit conversation short.

We also build a daily reconciliation comparing what the pipeline sent against what the ledger holds, which catches silent failures the same day.

Frequently asked questions