Supplier invoices into Xero without the typing
A small online store repeats the same back-office steps every week. Supplier invoices arrive by email and get typed into Xero. Stock runs low and someone notices too late. We set those steps to run on their own. We work with a five-person online homewares store where an AI helper reads 60 supplier invoices a month from the inbox and drafts each bill in Xero. The bookkeeper checks and approves them in one sitting a week.
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Store jobs that can run themselves
Supplier invoices into Xero
Each invoice is read from the inbox and drafted as a bill in Xero with the supplier, amount, and due date filled in.
Low stock alerts
When a product drops below the level you set in Shopify, you get a message with last month's sales beside it.
Post-purchase emails
Care tips, review requests, and reorder reminders sent through Klaviyo on the days you choose.
Daily sales into the accounts
Stripe or Shopify Payments takings land in Xero each day, with fees and refunds split out for your bookkeeper.
The back-office jobs behind every order
Customers see the store. Behind it is a pile of repeat work. Supplier invoices arrive as PDFs and someone types each one into Xero. Stock gets low and nobody notices until a customer asks. Review requests go out when someone remembers. Daily takings need matching in the accounts. A five-person store can lose a day a week to this, and none of it is why the founder started selling.
How the repeat work runs itself
Automating repeat work (the industry calls it workflow automation) means writing down the steps you already follow and setting them to run on their own. For an online store, supplier invoices are often the first job. An AI helper watches the accounts inbox, reads each invoice, and drafts the bill in Xero with the supplier, amount, and due date filled in. Your bookkeeper opens Xero, checks the drafts, and approves them. Then we add the next job, like low stock alerts or post-purchase emails through Klaviyo.
A homewares store’s invoices
We work with a five-person online homewares store that typed 60 supplier invoices a month into Xero. Now an AI helper reads each invoice from the inbox and drafts the bill. The bookkeeper checks and approves them in one sitting a week. Overseas invoices in other currencies are still done by hand, because the exchange rate and bank fees need someone who knows what was agreed.
Where it hands back to you
Anything unusual comes back to you. A supplier who sends a credit note, a bill that doesn’t match the order, or a new supplier the automation hasn’t seen. We set it to flag these rather than guess. It also never pays anything. Money leaves your account only when a person says so.
If your accounts inbox is a stack of PDFs waiting to be typed, get your AI Starter Plan and tell it which jobs repeat.
Related
Read about our Automating repeat work service, and how we help small teams in e-commerce.
Small teams we work with
How a five-person online homewares store stopped typing 60 supplier invoices a month into Xero
How an animal rescue builds its 45-volunteer roster in an hour instead of an evening
How a solo property manager with 140 rentals logs every repair request the same day
Common questions
Will it pay supplier bills?
What about invoices in other currencies?
Does it work with MYOB or QuickBooks?
What does it cost?
What if an invoice is wrong?
See which store jobs can run themselves
Tell us which back-office jobs repeat every week. Get your AI Starter Plan and you'll see which to set running first.
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