AP & procurement
on autopilot
AP automation & procurement workflows for multi-entity finance teams on Xero. Requests, approvals, PO documents, invoices, and posting — one connected flow.
No credit card · 14-day trial · Bring your own Xero connection
“3 approvals overdue with Sarah.”
12
Pending review
94%
Auto-matched
4
Across entities
Acme Construction
INV-2024-0087 · $18,900.00
Northwind Supplies
INV-5521 · $2,430.50
Riverstone Electrical
PO-3390 · $7,120.00
BlueSky SaaS
INV-99120 · $540.00
Purpose-built for multi-entity finance teams
Why APBuddy
Four jobs, done properly
The complete AP pipeline
Every step from inbox to Xero — automated, auditable, accurate.
Ingest Invoices Automatically
- Forward invoices to your dedicated email inbox
- Drag & drop PDFs, or snap a photo on mobile
- Auto-detected and queued for processing
invoice@yourorg.apbuddy.com
AI Reads Every Detail
- Supplier name, ABN, amounts, dates, line items
- Confidence scoring on every field
- Low-confidence fields flagged for review
95% confidence · 6 fields extracted
Smart Vendor & Account Matching
- Auto-match to existing Xero contacts
- New vendors queued for approval before posting
- Mapping rules learn from your corrections
Matched: Acme Corp → XC-4012
Catch Errors Before They Cost You
- Duplicate invoice detection across all orgs
- Fraud flag indicators on suspicious invoices
- Confidence thresholds gate automatic posting
0 duplicates · 0 fraud flags
One-Click Approvals, Zero Chasing
- Threshold-based rules route to the right approver
- Approve or reject directly from email — no login needed
- Multi-level approval chains for high-value invoices
Approved by Sarah · via email
Straight Into Your Books
- Posted as draft bills with matched contacts & accounts
- Line items, tax codes, and tracking categories included
- Full audit trail from receipt to reconciliation
Bill INV-2024-0087 → Xero Draft
Procurement workflows built for finance
Configurable request types with multi-stage approvals, digital signatures, and PO document generation — all connected to your Xero books.
Software & subscription requests
Stop SaaS creep before it hits the bill.
- Requestor form captures vendor, cost, owner, and business case
- Finance review, then sequential BU Leader → Group Finance approvals
- Approved requests land in the subscription register with owner and renewal date
Subcontractor engagements
PO issued in minutes, not days.
- GP margin calculator with 20–25% target guardrails
- Compliance checklist: insurance, WHS, licences, ABN
- BU Leader → Pricing Committee → Commercial Director → Finance sign-off
- PO document auto-generated with digital signatures
Supplier onboarding
Suppliers do the data entry, not you.
- Send a magic-link form — no login required for the supplier
- Captures ABN, GST, bank details, insurance, schedule of rates
- Finance verification step before the vendor goes active in Xero
The SaaS bill nobody signed off on
Most subscriptions never touch procurement — they land on a card and hide in the GL. APBuddy keeps a group-wide register with owners, costs and renewal dates, and finds the recurring spend that isn’t on it yet.
Detection, not declaration
APBuddy scans 24 months of card transactions and bills from Xero, spots recurring patterns, and flags subscriptions Finance never approved.
Actual vs expected, per subscription
Every charge is matched back to its register entry — price creep, double-billing, and vanished charges surface as variance badges.
Renewal alerts that arrive in time
Notifications land before the cancellation-notice deadline, not after the invoice — with the real ‘act by’ date, not just the renewal date.
Duplicate tools, caught group-wide
Two entities both paying for the same design tool? The cross-entity view shows every vendor appearing twice, with combined spend.
Canva Teams
$89/mo
Atlassian Cloud
$1,240/mo
MSFT 365
$2,180/mo
PAYPAL *FIGMA
~$68/mo
PAYPAL *FIGMA — 6 monthly charges averaging $68 detected on the Acme Digital card. Not in the register.
Your AP data, one question away
APBuddy’s assistant reads across every entity you have connected — invoices, requests, approvals, Xero cache — and answers in plain English.
- Ask about spend, aging, approvals, or a specific vendor in plain English
- Surface duplicates, unknown senders, and stuck approvals instantly
- Vendor breakdowns, entity-level cash outflow, and pipeline status on demand
What’s outstanding across all entities?
You have 31 bills totalling $182,450 authorised in Xero across 4 entities. $47,200 falls due in the next 7 days — largest is $18,900 to Acme Corp (Group HQ).
Any duplicates or approvals stuck?
2 duplicate flags and 5 approvals waiting > 3 days:
- INV-1042 (Acme) matches a bill posted last week
- 3 approvals pending with Sarah (BU Leader)
- 2 subcontractor POs awaiting Pricing Committee
The shift
From chasing paperwork to on autopilot
Every manual bottleneck in your AP process, replaced by one connected flow.
AI extraction on every field
Confidence-scored supplier, amounts, dates, and line items — the low-confidence ones flagged for review.
One-click email approvals
Approvers act straight from their inbox with a signed magic link — no login, no chasing.
Built for multi-entity groups
One console across every Xero entity, with per-org roles, thresholds, and intercompany allocation.
The platform
Everything included
From request to reconciliation — the full accounts-payable and procurement stack, organised the way you’ll use it.
Invoices post themselves
Email inbox capture
Forward invoices to a dedicated address — deduped and queued automatically.
AI extraction
Supplier, ABN, line items, dates, tax — with per-field confidence scoring.
Smart matching
Learned rules map vendors to Xero contacts, account codes, tax and tracking.
Duplicate & fraud detection
Catch duplicates across every entity before posting; flag suspicious senders.
Xero-native posting
Draft ACCPAY/ACCREC with contacts, line items, tax codes and attachments.
Procurement under control
Approval workflows
Threshold-based routing with one-click approve or reject from email.
Purchase requests & POs
Software, subscription and subcontractor requests with signed PO documents.
Configurable request types
Design fields, conditions and approval chains without waiting for a release.
Vendor register & onboarding
Magic-link supplier onboarding: ABN, bank details, insurance, rates.
Know what you’re really spending
Subscription detection
Recurring card and bill spend from Xero flagged for review — AI-labelled.
Renewal alerts
Notified before the cancellation-notice deadline, with the real act-by date.
Cost analytics
Actual vs expected per subscription, GL breakdowns, 12-month trend.
AP Assistant
Ask questions about your invoices, vendors and spend in plain English.
Built for groups
Multi-entity RBAC
Per-entity roles for Finance, BU Leaders, Pricing Committee and Directors.
Intercompany allocation
Split costs across entities — fixed or headcount-driven, AR raised in HQ.
Cross-entity console
One dashboard across every Xero org — no tenant switching.
See APBuddy on your books
Tell us about your entities and we’ll set up a walkthrough tailored to your Xero and approval structure.
Request access