Xero automation for UK businesses
We connect Xero to the rest of your business so invoices, bills and payments arrive on their own. AI reads supplier bills from your inbox, sales sync from Stripe or Shopify, and overdue invoices are chased automatically.
Less data entry, cleaner books
Xero already does a lot on its own, from bank feeds to repeating invoices. The time goes on everything around it: supplier bills arriving as PDFs in a shared inbox, sales from Stripe or Shopify that need matching, and overdue invoices that someone has to remember to chase.
We automate those gaps. An AI step reads each bill (supplier, date, amount, VAT and line items) and creates a draft bill in Xero for approval. Payouts from Stripe and Shopify are recorded with their fees, so reconciliation is mostly clicking OK. Reminders go out for overdue invoices on your schedule, and anything unusual is flagged to a person.
Digital records matter more each year. VAT-registered businesses already keep digital records under Making Tax Digital, and MTD for Income Tax started on 6 April 2026 for sole traders and landlords with qualifying income over £50,000, with the threshold falling to £30,000 in 2027 and £20,000 in 2028. Automation keeps those records complete without extra admin. Submissions stay with you or your accountant.
Making Tax Digital: who's affected and when
Digital record-keeping is becoming compulsory for more UK businesses each year. Automation keeps those records complete without extra admin.
| From | Who | What it means |
|---|---|---|
| April 2022 | All VAT-registered businesses | VAT records kept digitally and returns filed through MTD-compatible software such as Xero |
| 6 April 2026 | Sole traders and landlords with qualifying income over £50,000 | MTD for Income Tax: digital records and quarterly updates |
| April 2027 | Qualifying income over £30,000 | MTD for Income Tax extends to more people |
| April 2028 | Qualifying income over £20,000 | MTD for Income Tax extends again |
Qualifying income is gross income from self-employment and property. Source: GOV.UK. Check your own position with your accountant.
What we automate in Xero
- 01
AI bill capture
Bills from your inbox read by AI and created as drafts in Xero, ready to approve.
- 02
Sales sync
Stripe, Shopify and payment-platform sales and fees recorded in Xero automatically.
- 03
Invoice chasing
Friendly reminders for overdue invoices, stopping as soon as payment arrives.
- 04
Receipt collection
Missing receipts requested from the right person, matched to the transaction when they reply.
- 05
Reporting
Cash, overdue and spending summaries posted to Slack, Teams or email each week.
- 06
Approval steps
Bills over your limits sent for approval before they're posted.
What happens to a supplier bill
- 0 min
Bill lands in your inbox
A supplier emails a PDF invoice to your accounts address.
- 1 min
AI reads it
Supplier, invoice number, date, due date, net, VAT and line items are extracted.
- 1 min
Checks run
Duplicate invoice numbers, unknown suppliers and VAT that doesn't add up are flagged.
- 2 min
Draft bill in Xero
A draft bill is created against the right contact and account codes, with the PDF attached.
- Same day
Approval
Bills over your limit go to the approver; trusted suppliers below it can be approved automatically.
Tools we connect
- Xero
- Stripe
- Shopify
- GoCardless
- Gmail
- Microsoft 365
- Slack
- Microsoft Teams
- n8n
- Make
- OpenAI
What changes
- Bills and sales arrive in Xero without anyone typing them.
- Overdue invoices are chased on time, every time.
- Records stay complete for VAT and Making Tax Digital.
How we work
- 01
Discover
We map how your business actually runs and find the processes that repeat.
→ Automation map
- 02
Design
We architect the system: triggers, agents, decisions, data and failure paths.
→ System blueprint
- 03
Build
We connect APIs, AI models, databases and your tools, then test with real data.
→ Production system
- 04
Scale
We monitor, optimize and expand to the next process once this one is proven.
→ Operating layer
Xero automation: FAQs
Do you file VAT or tax returns?
No. We automate the data entry and checks that keep your Xero records complete. Submissions to HMRC stay with you or your accountant.
Will AI post bills to Xero without checking?
Not unless you want it to. By default, AI creates draft bills and a person approves them. You can auto-approve trusted suppliers below a limit you set.
Does this replace Dext or Hubdoc?
It can, or it can work alongside them. If you already use one, we connect it to the rest of the workflow rather than replacing it.
How long does it take to go live?
A single, well-defined workflow is usually live in one to three weeks. Larger systems are delivered in phases, so you see something working early instead of waiting months.
Guides
- Guide
AI automation pricing
2026 build and running costs in USD, GBP, CAD and AED, with a payback example.
What should your business stop doing manually?
Tell us what slows your team down. We'll show you what can be automated.