Accounts payable: Supplier invoices in, bills your ledger imports.
Upload invoice and receipt PDFs or phone photos. Bankflow reads the vendor, date, reference, line items, and tax, checks that the printed amounts agree, and exports QuickBooks or Xero bill-import files with your expense accounts already mapped.
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- Line items, not just totals
- QuickBooks & Xero bills
- Arithmetic checked
Export documents
Every document you have converted.
Record purchases as
Applies to the whole export. Original invoice and receipt types stay unchanged.
Format
Excel carries both levels as two sheets, so the choice below only sets which columns each gets.
Level
One row per document
Forty receipts become forty rows.
One row per line item
Each line carries its document's date and vendor, so it pivots.
A bill is ten fields, typed once per invoice, forever.
Entering a supplier bill by hand is not hard, which is why it is still done by hand. Vendor, date, reference, due date, then each line with its description, quantity, amount, account, and tax code, and then again for the next invoice. The cost is the volume and the errors that come with it: a tax amount keyed to the wrong line, a total that no longer matches the PDF, a duplicate reference that the ledger only complains about on import. Reading the invoice once, checking it adds up, and producing the import file removes the typing without removing the review.
How it works
From a folder of invoices to an import file
- 1
Upload PDFs and photos together
Supplier PDFs, emailed invoices, receipts photographed on a phone. Each document is read into a vendor, date, reference, currency, line items, taxes, and totals.
- 2
Review beside the original
Every document opens next to its source, with arithmetic checks showing whether the printed lines, tax, and total agree. Correct any field in place before it goes anywhere.
- 3
Categorize to map the accounts
The category you give a document supplies its expense-account mapping in the bill export, so a supplier categorized once maps the same way on every invoice after.
- 4
Export bills for QuickBooks or Xero
Choose QuickBooks bills or Xero bills and download a bill-import CSV with document lines, account mapping, and tax, accounting for shipping, discounts, and printed rounding. Preview it before you download.
- 5
Or record what is already paid
For purchases already paid, confirm the payment date and account and export a paid-expense CSV for Autymate's QuickBooks Expense importer or SaasAnt's Xero Spend Money importer.
What the bill export carries
Line-level detail
Description, quantity, unit price, discount, tax, and amount for each line, not a single total per invoice.
Arithmetic checks
Printed lines, tax, and totals are compared, so a document whose numbers disagree is visible before it becomes a bill.
Account mapping by category
Categories supply the expense account, and destination formats fix their own column order, so the file imports without a mapping step.
Phone photos welcome
Receipts do not have to be scanned. A photo taken at the till is read the same way as a supplier's PDF.
Files you can find
Search by vendor, document number, currency, or folder, filter invoices from receipts, and move, export, or delete in bulk.
CSV, Excel, and JSON too
Summaries or line items with selectable fields and column order, for any system that is not QuickBooks or Xero.
Which export for which job
| Output | Use it for |
|---|---|
| QuickBooks bills | Bill-import CSV with document lines and account mapping |
| Xero bills | Bill-import CSV with lines, account mapping, and tax amounts |
| QuickBooks expenses | Paid purchases, via Autymate's QuickBooks Expense importer |
| Xero Spend Money | Paid purchases, via SaasAnt's Xero Spend Money importer |
| CSV, XLSX, JSON | Summaries or line items for any other system |
Bill and expense outputs are CSV files you import; they are not a direct API sync. The two paid-expense formats need a separate account with the importer named.
FAQ
Common questions
Does this post bills directly into QuickBooks or Xero?
No. It produces the bill-import CSV each product accepts, which you import yourself. That keeps the final review in your ledger, where approvals and payment runs already live.
What does the arithmetic check guarantee?
That the printed amounts on the document agree with each other: lines, tax, and total. It does not guarantee every field was read correctly, which is why each document can be reviewed beside its original.
How are expense accounts chosen?
From the document's category. Categorize a document before exporting bills and the category supplies the account mapping; review the account and tax mappings in the destination as you import.
Xero rejected my import for duplicate invoice numbers.
Xero requires invoice numbers to be unique within one import file. Export the documents with repeating numbers separately, and choose tax-exclusive amounts when Xero asks during import.
Can I handle bank statements in the same account?
Yes. Invoices and receipts live in their own workspace, with their own exports, alongside your statements. An invoice is exported as a bill; a statement line is exported as a bank transaction.
How do I try it?
Create a free account with 50 page credits, upload a handful of last month's invoices, and preview the bill file before you download it.
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Stop typing supplier invoices.
Upload a week of invoices, review them beside the originals, and download the bill file your ledger imports.