Automated Line-Item Coding for Xero & MYOB
Every line item coded to an account and GST code, learned from your past bills.
Codes at the line level
Each line item gets its own account code instead of one code for the whole invoice.
Learns from history
Coding decisions are informed by how your team has coded similar items before.
GST per line
Each line's GST rate is read from the invoice and matched to a tax code in Xero or MYOB.
How it works
Line items identified
Every invoice line is read individually.
Historical patterns matched
Supplier, description and account history inform the coding suggestion for each line.
GST matched
Each line's tax rate is matched to a tax code. The supplier's default tax code or its recent bills decide when more than one code fits. If they don't, your other bills decide.
Exceptions surfaced
Lines missing an account or tax code are flagged before approval.
Built for real coding complexity
Why per-supplier coding history beats generic rules
A rules-based coding system asks you to define what each account code applies to, for example "all invoices from freight companies go to account 6200." That works when suppliers are simple and consistent. It breaks the moment a freight supplier adds a fuel surcharge, a storage fee and a handling charge to the same invoice. The rule codes the whole thing to 6200. The correct treatment splits the lines across freight, storage and handling, each with potentially different GST treatment.
History-based coding looks at how that specific supplier's invoices have been coded in the past. If the freight supplier's "Fuel Levy" line has been coded to account 6210 in the last 14 invoices, the next one is coded to 6210. If the same supplier adds a new charge type that hasn't appeared before, Pulsify codes it from your other recent bills or to the closest account in your chart of accounts and you can change it before approval. The coding builds on real decisions. No rules need maintaining as suppliers change.
GST treatment at the line level
Most Australian businesses handle GST at the invoice level. The whole invoice is either taxable or it isn't. Mixed invoices, where some lines include GST and others are GST-free, get coded to one treatment or the other with a manual override somewhere in the process. That override is where GST errors concentrate, particularly at the end of a busy month when the AP officer is processing 30 invoices and running out of attention.
Line-level coding reads the GST on each line independently and matches it to a tax code in Xero or MYOB. A supplier invoice covering freight (10% GST) and GST-free items gets each line coded at its own rate. For BAS preparation, the difference between getting mixed invoice GST right in the coding and fixing it in the accounting system at quarter-end is significant, both in time and in the risk of carrying incorrect input tax credits.
What re-entry at month-end costs
Coding errors discovered at month-end require journal entries to correct them in Xero or MYOB. Each journal entry is a documented manual correction, a record that something was wrong the first time. For businesses that go through external audit or prepare management accounts for investors or lenders, a ledger full of correcting journals is a signal that the front-end process isn't working. Automated line-item coding doesn't eliminate the possibility of errors, but every line's account and tax code is shown for review before the bill is posted.
Frequently asked questions
No. Coding uses how your past bills were coded in Xero or MYOB. There are no rule tables to maintain.
Yes. Any line can be reviewed or adjusted before approval. Once the bill is approved, its coding becomes part of the history used for future bills.
Coding follows your latest patterns. Approved bills join the history Pulsify reads when it codes new ones.
From the bills already in your Xero or MYOB file. Pulsify reads how each supplier's recent bills were coded to accounts and codes new lines the same way. GST follows the rate on each line.
Pulsify codes its lines from how your other recent bills were coded, then the closest account in your chart of accounts. You can change any line before approval.
Related features
Invoice Processing Automation
Capture and interpret invoices before coding.
Validation & Exception Review
Catch errors before they reach your ledger.
PO Matching
Check invoices against purchase orders.
Accounting Integrations
Coded invoices sync to Xero or MYOB with tax codes intact.
Fraud Prevention
Flags changed bank details and duplicate invoices.
Related glossary terms
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