Xero Accounting
Automation.
How we helped a fast-growing distributor automate 100% of their manual invoicing pipeline, eliminating entry errors and reclaiming 15 administrative hours every week.
Business Problem
The client’s finance team received over 250 supplier invoice emails every single week in varying PDF layouts. Processing these invoices manually was a major administrative bottleneck. Two full-time employees spent hours downloading files, logging into Xero, manually typing line-item codes, matching accounts, calculating tax adjustments, and creating draft drafts.
This manual data entry process delayed accounting logs, led to occasional double payments, and caused data entry mistakes that scrambled inventory reconciliation.
Existing Workflow
Before BAITO's intervention, the steps were fully manual:
The Automation Solution
BAITO built an automated pipeline using n8n and AI intelligence that integrates Gmail directly with Xero.
Now, when an invoice email arrives, a webhook triggers the n8n pipeline. The system passes the PDF attachment to a specialized OpenAI parser, extracting all structured line items, quantities, rates, invoice numbers, tax fields, and vendor names into clean JSON format.
The pipeline validates the vendor name against Xero contacts. If a match is found, n8n automatically drafts the transaction via the Xero API, attaches the original PDF for record-keeping, and notifies the manager in Slack for approval.
System Architecture
The Automation Flow in Action
When a new draft invoice is ready in Xero, the finance manager gets a Slack message with the invoice summary and a direct link. The manager only needs to click "Approve" inside Xero. No typing required.
Ready to save time?
Let's map out how much time we can save your team by automating your repetitive workflows.