AP Automation for Xero
Every supplier bill captured, coded, approved and checked before it posts to Xero. Xero stays your system of record.
Bills captured from your inbox
Forward supplier invoices or let Pulsify pull them from a mailbox. Line items, GST and totals are read automatically.
Coded to your Xero chart
Every line is coded to the right account, tax rate and tracking category, using your Xero file and past coding.
Clean bills, not cleanup
Only validated, approved bills sync to Xero. No mis-coded lines or duplicate payments to fix after posting.
How it works
Connect your Xero organisation
Pulsify connects through the official Xero API. Your chart of accounts, tax rates, tracking categories and contacts sync across in minutes.
Invoices are read and coded
Each bill is captured, read line by line, and coded to your accounts, GST treatment and tracking categories before anyone reviews it.
Approvals run by your rules
Bills route to the right approver by amount, supplier or category. Purchase order matching and duplicate checks run in the same pass.
Approved bills post to Xero
Only approved, validated bills are written to Xero, as draft or awaiting-payment bills, matched to your structure and ready to pay.
What syncs to your Xero file
Xero stays your system of record
AP automation for Xero does not mean moving your accounts payable out of Xero. It means putting a control layer in front of Xero so that what lands in your ledger is already coded, approved and checked. Pulsify captures each supplier invoice, reads it line by line, codes it to your Xero accounts and tracking categories, routes it for approval, and only then writes an approved bill back to Xero through the official API. Your chart of accounts, your GST treatment and your reporting all stay exactly where they are.
The result is that the bills sitting in Xero reflect what was actually reviewed and authorised, rather than a queue of drafts that still need coding, checking and chasing. Xero remains the source of truth. Pulsify handles the work that happens before a bill is fit to enter it.
How the Xero sync works
Pulsify connects to your Xero organisation as a connected app. On connection it reads your chart of accounts, tax rates, tracking categories and contact list, so coding decisions use your real structure rather than a generic template. When an invoice arrives, Pulsify reads the supplier, date, totals and every line, then applies line-item coding based on your accounts and how similar invoices were coded before. GST is mapped to the correct Xero tax rate per line, not applied as a single rate across the bill.
Once a bill has passed approval and validation, it is written to Xero as a draft or awaiting-payment bill, complete with line detail, account codes, tax rates and tracking. Because the write happens through the API rather than a CSV import, there is no export step, no manual mapping and no lag between approval and the bill appearing in Xero.
What Xero does on its own, and what Pulsify adds
Xero, with Hubdoc included, already captures invoices and records bills, and Xero has a built-in approval status. The honest picture is that Xero covers capture and basic recording well; the gap is the control layer that larger bill volumes need. This is where Pulsify fits.
| Task | Xero on its own | With Pulsify |
|---|---|---|
| Capture invoices from email or PDF | Hubdoc reads header fields (supplier, date, total, GST) | Full line-item extraction, straight onto the bill |
| Code bills to accounts and tracking | Manual per line, or basic Hubdoc rules | Each line coded to your chart, GST and tracking from history |
| Approve bills | Single awaiting-approval status, no dollar thresholds | Multi-step approval routed by amount, supplier or category |
| Match to purchase orders | Manual | Two- and three-way PO matching before approval |
| Catch duplicates and bank-detail changes | Not checked automatically | Flagged before the bill is approved |
| Post to the ledger | Once entered and approved | Only validated, approved bills sync, so the file stays clean |
GST, BAS and payment
Because each line is mapped to the correct Xero tax rate, the GST that flows to your activity statement reflects the actual treatment of each item rather than a bill-level assumption. That keeps input tax credits accurate when a single invoice mixes GST, GST-free and capital items. If you want to sanity-check a figure, the free GST calculator and BAS worksheet generator use the same rules.
Approved bills post ready for payment, so a Xero batch payment or ABA file picks them up without re-keying. The bills you pay are the bills that were approved, coded and checked, which is the point of putting AP automation in front of Xero rather than working inside it after the fact.
Frequently asked questions
No. Xero stays your system of record and your ledger. Pulsify sits in front of it, handling invoice capture, coding, approvals and checks, then posts clean, approved bills into Xero through the official API.
Xero with Hubdoc captures invoices and records bills, and Xero has a single approval status. Pulsify adds line-item coding, multi-step approvals with dollar thresholds, purchase order matching, duplicate detection and supplier bank-detail change alerts, all before a bill is posted.
Yes. Pulsify reads your tracking categories and codes each line to the right one. If you run more than one Xero organisation, each entity connects separately and bills post to the correct file.
You choose. Approved bills can post as draft bills for a final look, or straight to awaiting payment, ready for a batch or ABA payment run.
Yes. Pulsify connects through the official Xero API as a connected app. There is no CSV export or import step, and nothing to reconcile between two systems.
Related features
Invoice Processing
Capture and read supplier invoices before they reach Xero.
Automated Line-Item Coding
Account codes, GST and tracking set before sync.
Approval Workflows
Multi-step approvals routed by amount and category.
PO Matching
Two- and three-way matching before a bill is approved.
Accounting Integrations
How Pulsify connects to Xero and MYOB.
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