Bills and expense capture

Receipts and bills read, coded and queued for approval

How it works

  1. Photo or email of a billA bill arrives as a photo or an email.
  2. Details read and codedThe supplier, amount and category are read and filled in.
  3. You approveYou check and approve each one.
  4. Into XeroApproved bills are entered in Xero.

A worked example

  1. A trading company in Tai Seng receives a supplier bill as a PDF in its accounts email, and a staff member photographs a taxi receipt and sends it on WhatsApp.
  2. The system reads the supplier, date, amount and GST on each, and suggests an expense category.
  3. The finance manager gets a list of the items waiting. She corrects one category and approves the rest.
  4. Approved bills are entered in Xero with the image attached. Nothing is entered or paid until she approves it.

Before and after

Before

After

Bills and receipts pile up in inboxes and phones until month end.

They are read and queued as they arrive.

Someone retypes each supplier, date and amount into Xero.

The details are read and filled in, and you only check them.

Receipts are lost, and claims are argued later.

Each bill is saved in Google Drive with its entry.

What the AI does

  • Collects bills from your email and receipts sent on WhatsApp.
  • Reads the supplier, date, amount and GST.
  • Suggests a category and prepares the entry.
  • Enters each bill in Xero after you approve it.

What your team keeps

  • Approving every bill before it is entered.
  • Paying suppliers. Money never moves without your approval.
  • Deciding categories and what is claimable.
  • Checking anything unclear, such as a blurred receipt.

What is included

  • Connection to your accounts email, WhatsApp number and Xero.
  • Reading of bills and receipts into a queue.
  • Category suggestions based on your chart of accounts.
  • An approval step before anything is entered.
  • Filing of each image in Google Drive.
  • Fixes and adjustments during the first month after launch.

What is not included

  • Making payments to suppliers.
  • WhatsApp message fees that Meta bills to your business.
  • Bookkeeping, tax advice or your accountant's work.

Works with

  • Xero
  • WhatsApp
  • Gmail
  • Google Drive

Questions

How much does bills and expense capture cost?

Setup starts from S$3,499. The monthly fee is set by your volume and agreed on the call, before anything is built. Usage costs, such as AI processing, are billed on top of the monthly fee. Meta's WhatsApp message fees are billed to your business by Meta, and subscriptions you already pay for, such as Xero, remain yours. The minimum term is three months, and after that you can cancel any time.

Where does my data go, and does this meet PDPA?

Bills stay in your own tools, such as Xero, Gmail and Google Drive, wherever possible. They can hold personal data, such as names, and the written scope lists what is read. The written scope says where everything is stored and lists any personal data the system handles and why, so you can check it against your own PDPA obligations. Your data is never used to train AI models.

What happens when the AI cannot read a bill?

It puts the bill in the queue marked as unclear, with the image, and asks you to fill in what is missing. It does not guess at an amount.

Can it pay my suppliers?

No. It reads and prepares entries only. Nothing is entered in Xero until you approve it, and no money moves from your accounts through this system.

How long does setup take?

Usually two to three weeks from the call. We connect Xero and your inboxes, map your categories, and test on a batch of your past bills before it goes live.

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