Getting Started with Pulsify
Everything you need to go from sign-up to processing your first invoice. Takes less than an hour.
Connect Your Accounting Software
Pulsify connects to Xero and MYOB via OAuth — the same secure authorisation flow used by banks. From your Pulsify dashboard, go to Settings → Connections and click "Connect Xero" or "Connect MYOB". You'll be redirected to your accounting software to grant access. The whole process takes about two minutes.
Once connected, Pulsify pulls your chart of accounts, supplier list, and existing contacts. These are used to power coding suggestions and route invoices to the right accounts from day one — no manual setup of account codes required.
Pulsify requests read/write access to bills only. It does not connect to your bank accounts or payment initiation. All access can be revoked at any time from within your accounting software.
Tip — multiple entities
If you manage more than one business entity, connect them one at a time from Settings → Connections. Each entity gets its own connection, its own AP inbox, and its own approval rules. Multi-entity management is available on the Scale plan.
Set Up Your AP Email Inbox
Once your accounting software is connected, Pulsify provisions a dedicated AP email address for your business — something like ap@yourbusiness.pulsify.tech. Any invoice emailed to this address is automatically captured and queued for processing. You'll find it under Settings → AP Inbox.
Attachments in PDF, PNG, and JPG format are captured automatically. Emails that arrive without an attachment are ignored — so marketing emails and supplier correspondence won't pollute your queue. Each captured document is linked to the original email for reference.
You can update suppliers to send invoices directly to your Pulsify AP address, or continue using your existing AP email address and forward everything to Pulsify. Both approaches work equally well.
Tip — email forwarding
Set up an automatic forwarding rule in Gmail or Outlook from your existing AP address to your Pulsify inbox. This way, invoices are captured immediately without needing to notify every supplier. You can update suppliers gradually in the background.
Configure Your Approval Rules
Go to Settings → Approval Rules to define how invoices are routed for sign-off. The most common starting point is a value-based threshold: invoices under a certain amount auto-approve, while larger invoices are sent to one or more approvers before being posted.
For example, you might set invoices under $500 to auto-approve, invoices between $500 and $5,000 to require one approver, and invoices over $5,000 to require two approvers in sequence. You can also create rules based on supplier category — for example, requiring extra sign-off for all invoices from subcontractors.
Approvers receive an email notification when an invoice is waiting. For straightforward approvals, they can approve or reject directly from the email without needing to log in to Pulsify. The full approval history — who approved, when, and what was approved — is logged automatically and available in the audit trail.
Tip — keep it simple at first
Start with a single-approver rule for all invoices above your threshold. Once you've run a month of invoices through the system and have a feel for the volume and mix, add more granular rules. Complex approval matrices are easier to tune when you have real data to work from.
Process Your First Invoice
Send a test invoice to your AP inbox — or upload one manually from the dashboard using drag-and-drop. Within 30–90 seconds, Pulsify will capture the document, extract the header fields (supplier, date, invoice number, total) and all line items, and suggest account codes based on your chart of accounts and any existing supplier history.
Review the extracted data and coding suggestions. If anything looks wrong — an account code that doesn't match, a GST treatment that needs adjusting — correct it directly in the review panel. Pulsify learns from every correction: the same supplier's next invoice will reflect the updated preference automatically.
Once you're happy with the coding, send the invoice for approval if your rules require it, or post it directly to Xero or MYOB with one click. The invoice appears in your accounting software as a bill, ready to be scheduled for payment — exactly as if you'd entered it manually, but in a fraction of the time.
What you'll need for this step
- ✓ A PDF invoice to test with (a real supplier invoice or a dummy)
- ✓ Your accounting software connected (Step 1 complete)
- ✓ At least one approval rule configured (Step 3 complete)
Review Your Settings After Week 1
After your first week of live invoices, spend fifteen minutes reviewing how the system performed. Open the Exceptions queue: any invoices Pulsify wasn't confident about will be held here for your review. A healthy exceptions rate in week one is normal — it drops significantly as the system learns your suppliers.
Check coding accuracy by looking at recently posted invoices. If you notice the same correction appearing repeatedly — for example, a supplier always being coded to the wrong account — update that supplier's default account code in Suppliers → [Supplier name] → Default coding. This prevents the correction from needing to be made manually on every invoice.
Review the approval audit trail under Reports → Approvals. Every approval decision is logged with a timestamp and the name of the approver. If any invoices are sitting unapproved for more than a day or two, check that approver notification emails are reaching the right people.
Tip — invite your bookkeeper
If you work with a bookkeeper or accountant, invite them as a collaborator from Settings → Team. They can review exceptions, update supplier coding defaults, and access the audit trail — without needing access to your full accounting software credentials.
Common questions
Can I connect both Xero and MYOB?
Yes. Each entity in Pulsify can connect to either Xero or MYOB independently. If you have one entity on Xero and another on MYOB, both can be managed from the same Pulsify account. Multi-entity setups are available from the Scale plan.
What happens to invoices that arrive before I set up forwarding?
You can upload them manually from the dashboard using drag-and-drop. PDF invoices uploaded this way are processed identically to emailed invoices — extracted, coded, and routed through your approval rules. There's no penalty for mixing manual uploads and emailed invoices.
Does Pulsify work with my existing AP email address?
Yes. You set up a forwarding rule from your existing AP address (e.g. accounts@yourbusiness.com.au) to your Pulsify AP inbox. Suppliers keep sending to the same address they always have — they don't need to change anything. You can update them over time if you prefer they send directly to Pulsify.
How long does it take to process an invoice?
Most invoices are extracted and coded within 30–90 seconds of arriving in the inbox. Complex invoices with many line items or unusual formats may take slightly longer. You'll receive a dashboard notification (and optionally an email) once each invoice is ready to review.
Next steps
Once you're processing invoices, explore what else Pulsify can do.
Need help getting set up?
Book a 30-minute onboarding call with the Pulsify team. We'll walk through your setup, answer questions, and make sure your first invoices process correctly.
Book a free onboarding call