BillFlow Ai

BillFlow AiDiscovery House, 5 Barling Way, Nuneaton CV10 7RH, United KingdomGoogle profile

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BillFlow Ai and Xero

Connect Xero, push ACCPAY drafts only, and disconnect from the same account page. Authorising stays in Xero. Positioning for practices already on Xero is on BillFlow Ai + Xero.

Before you start

  • Time: about 10 minutes for the account and first Xero connect. The first draft can land on the sample bill in a few minutes after that.
  • You need: a BillFlow Ai login, permission to add apps on the Xero organisation, and one supplier invoice (PDF or photo) or the sample bill.
  • You can stop after Connect and come back. The connection and alias stay on the account.

First value

  • After Connect, upload the sample bill or forward one invoice to the alias.
  • Open Xero → Business → Bills. Expect ACCPAY, status DRAFT, PDF attached.
  • Authorise in Xero, not here.

How a bill moves

  1. 1. Capture. A PDF or photo arrives at alias@in.billflowai.co.uk or via upload.
  2. 2. Extract. Vendor, number, dates, lines, VAT, totals. The printed total wins.
  3. 3. Review. Only if the account set a manual threshold. Duplicates never leave BillFlow.
  4. 4. Sync. Create or match a Xero contact if needed; create an ACCPAY invoice with Status DRAFT; attach the original file.
  5. 5. Stop. Authorise, pay, reconcile and VAT remain in Xero.

Direction: BillFlow → Xero for contacts, draft bills and attachments. BillFlow ← Xero for organisation name, accounts, tax rates, and existing contacts used to code the draft.

Shared data

  • From Xero into BillFlow Ai: organisation / tenant name, chart accounts and tax rates needed to code a bill, supplier contacts used for matching.
  • From BillFlow Ai into Xero: supplier contacts where none exist, ACCPAY draft bills, invoice attachments (the source PDF or photo).
  • Never shared: bank feeds, payments, ACCREC, payroll, files outside this account.

Getting started

  1. Create a BillFlow Ai account at /signup (or arrive from /xero/signup if you came from Xero).
  2. Open the account / connection page in /app.
  3. Choose Connect Xero. A popup opens login.xero.com. Pick the organisation. Grant only these scopes: openid profile email offline_access accounting.contacts accounting.invoices accounting.attachments accounting.settings. Full list on /security.
  4. Confirm the tenant name shown after connect. Status must read Demo or Live honestly.
  5. Set a review threshold if you want one. Copy the inbound alias. Forward a bill or upload the sample.
  6. Open Xero → Business → Bills. The bill is a draft with the PDF attached. Authorise there, not in BillFlow.

Callback: https://billflowai.co.uk/api/xero/callback

Connect, reconnect, disconnect

  • The connection page shows the connected organisation name and a clear status.
  • Disconnect removes BillFlow’s Xero token. It does not delete drafts already in Xero.
  • Reconnect opens login.xero.com again. We do not silently attach Demo Organisation after a disconnect.
  • If the token is dead, the status is Reconnect required — not “Connected”.

What BillFlow Ai does not do

  • Does not authorise or post.
  • Does not pay suppliers or touch bank.
  • Does not create sales invoices (ACCREC).
  • Does not use accounting.transactions.
  • Does not connect every client because the practice admin connected once. Xero is per BillFlow user.

See also How it works, FAQ and Pricing.