FAQ

Questions, answered plainly

Short answers. No marketing fog.

Does BillFlow Ai post bills in Xero?

No. Every bill is created as a draft (ACCPAY / DRAFT) with the original PDF attached. Authorising stays in Xero.

What is auto-sync?

When auto-sync is on and Xero is connected, extracted bills below your manual-approval threshold go straight to Xero. Anything over the threshold, or with a printed-total discrepancy, waits in review.

What files are accepted?

PDF, JPEG, PNG, WebP and HEIC, up to 6 MB each, 25 files at a time. Forwarded email attachments use the same rules.

Is the inbound address shared?

No. Each account receives a unique nine-character alias at in.billflowai.co.uk.

Which currency is assumed?

GBP, unless the document states another ISO code.

How is VAT treated?

UK 20% input tax (INPUT2) is the default. Supplier rules can override this per vendor.

What if the line items don’t add up?

The printed total on the invoice wins. BillFlow Ai records a warning and holds the bill for review so you can inspect the difference.

Do you train public models on my invoices?

No. Attachments are processed to extract a draft bill. The source file is stored for your account and attached in Xero. It is not used to train public models.

Can I try it without my own PDF?

Yes. After sign-in, connect Xero and use the sample bill from Northbridge Stationery Ltd, or simulate a forwarded invoice from the inbox.

Is this a replacement for Hubdoc?

Not always. Hubdoc is bundled with many Xero plans and is enough for header-level capture. Use BillFlow Ai when you want line items, printed-total fidelity, supplier memory and a threshold, at one monthly price.

How is this different from Dext?

Dext is a multi-ledger capture suite, usually priced per client. BillFlow Ai is Xero-only, draft-only, £19 a month for one organisation. Ten client files means ten accounts — not a cheaper practice licence.

What happens with duplicates?

The same vendor name plus invoice number, for the same user, is flagged as a duplicate and is never pushed.

Can I still export a CSV?

Yes. Xero Bills CSV remains as a fallback if you do not want a live push.

How much is it?

£19 a month after a 14-day trial. One fee for one Xero organisation. No card to start. Not cheaper than Hubdoc — Hubdoc is often already in the Xero plan. Cancel any time; access continues until the period ends.

How do I contact BillFlow Ai?

Write to billflowai@gmail.com or use the contact form. Support is 24/7. There is no public phone. The on-site assistant can answer product questions but must not Connect Xero or change bills.

How long does setup take?

About 10 minutes to connect Xero. A sample bill can become a draft the same sitting.

What do I need before I start?

A BillFlow account, Xero access to the organisation, and one invoice or the sample bill.

How do I disconnect Xero?

Account page → Disconnect from Xero. The token is revoked. Drafts already in Xero stay there. See Connect, reconnect, disconnect.

What data is shared with Xero?

Organisation name, accounts and tax rates in; contacts, ACCPAY drafts and the source PDF out. Never bank, payments, ACCREC or payroll. Full list on How a bill moves.

What if Connect fails?

Read the error on the account page. Reconnect opens login.xero.com again. If you cancelled the Xero consent screen, nothing was connected.

Is this a replacement for Hubdoc?

Not always. Hubdoc is bundled with many Xero plans. Stay there if it already does enough. Use BillFlow Ai when you want line items, printed-total fidelity, a threshold and a private alias. See Hubdoc alternative.

How is this different from Dext?

Dext is a multi-ledger suite, usually priced per client. BillFlow Ai is Xero-only, draft-only, £19 for one organisation. See Dext alternative.