AI agent for invoice processing with Xero
Prepare an invoice approval packet from Xero bill records, purchase orders and receiving evidence. The agent checks duplicate charges, credits and delivery discrepancies before finance decides the accounting treatment and payment route.
Customize the playbook with Claude or ChatGPT. Pump Up’s hosted agent runs the process with your team, bringing people in for information and decisions along the way.
Set up with Claude
Set up with ChatGPTOr copy into your agent
How this process uses Xero
Check duplicates and compare charges with what arrived. Finance approves accounting treatment, retaining payment authority.
- Case identity
- Accounting organization, supplier and bill reference
- Review evidence
- Bill lines, earlier bills and credits
- Proposed result
- Finance-approved bill packet and accounting allocations
When to use it
Bookkeepers and accounts payable operators handling vendor invoices that need evidence reconciliation and a decision. This process reviews a bill before payable entry; it does not release a bank payment.
Example scenario
The purchase order covers ten units, but the receipt confirms eight and the invoice charges ten. The agent prepares the two-unit discrepancy for review instead of treating purchase authorization as proof that all goods arrived. In Xero, connect bill lines, earlier bills and credits to accounting organization, supplier and bill reference so the reviewer can trace the finding to its source.
Getting started
- Select the accounting organization and map the supplier, invoice reference, line amounts, account codes and tracking categories used by the team.
- Supply the invoice, purchase order or contract, receiving records and any earlier bills or credits.
- Choose the accounting codes, finance approver and destination for approved bills.
Common questions
Which Xero information does invoice processing need?
Map vendor-bill and accounting records to this process's evidence: vendor bill, purchase authorization and receipt evidence. Vendor invoice and existing accounting records; Purchase authorization and receipt or delivery evidence; Supplier details, coding rules and authorized finance reviewer. The field names and access route are chosen during setup.
What needs configuring before this process can use Xero?
Select the accounting organization and map the supplier, invoice reference, line amounts, account codes and tracking categories used by the team. Use a configured read tool or supplied record export. Confirm the actual permitted destination actions with the process owner before making changes.
What does this Xero setup produce?
Invoice packet and verified approved payable entry. Finance approves accounting treatment, retaining payment authority. The base playbook is customized for the selected records, permissions and handoff destination.
Platform documentation
Start from the invoice processing playbook
Use the reusable process, then map your Xero records, access and handoff destination during setup.