Capture

Xero bill capture from email and PDF

Re-keying a purchase invoice is a four-minute job that happens all week. The figures are already on the PDF. The work is getting that PDF into Xero as a draft the practice will authorise.

Give the account its BillFlow address — a nine-character alias at in.billflowai.co.uk. Suppliers can send there. Or forward from Gmail, Outlook or the phone. Or upload up to 25 PDFs or photos.

Extract reads vendor, number, dates, lines, VAT and totals. When discounts and carriage throw the line maths, the printed total wins and the difference is flagged. Same vendor plus same invoice number, same user, never pushes.

Set a threshold if you want one. £500 is a sensible start. Below it, trusted suppliers can land as drafts unattended. Above it, you see the original next to the extract. Either way the Xero bill is ACCPAY with status DRAFT. The PDF is attached. Authorising stays in Xero.

Four steps only: Capture → Extract → Review → Sync.

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