Accounts payable: Supplier invoices in, bills in your books.
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 sends each one to QuickBooks, Xero, Zoho Books or Sage as a bill or expense with the original attached. Supplier statements and credit notes are checked against them.
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- Sent to your ledger
- Arithmetic checked
- Supplier statements reconciled
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 creating the bill with its file attached removes the typing without removing the review.
How it works
From a folder of invoices to bills in your ledger
- 01
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.
- 02
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.
- 03
Send to your accounting software
Connect QuickBooks, Xero, Zoho Books or Sage once, then send. An invoice becomes a bill, a receipt an expense, and a credit note a vendor credit, each with the original attached. Each supplier is coded to the account its last bill went to, and a copy of a bill already sent is held back.
- 04
Reconcile the supplier's statement
Upload the statement a supplier sends each month. Each invoice and credit note on it is marked as here, here for a different amount, or missing, with a ready-written request for the ones you don't have.
- 05
Or export a file with every line
A sent bill carries one line for its total. For every line item, export a QuickBooks or Xero bill-import CSV with account mapping and tax, or a paid-expense CSV for Autymate's QuickBooks Expense importer or SaasAnt's Xero Spend Money importer.
What accounts payable gets
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.
Coded per supplier
The expense account is remembered for each supplier, per company, so a supplier coded once is coded the same way on every bill after. Bill-import files map accounts by category instead.
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.
Paid, unpaid and duplicates
Each invoice shows whether it is paid, unpaid or overdue against the bank, and a bill sent twice by a supplier is flagged before it is paid or entered twice.
Which route for which job
| Output | Use it for |
|---|---|
| Send to QuickBooks, Xero, Zoho Books or Sage | A bill, expense or vendor credit created for you, with the original attached |
| Supplier statement | Checked against that supplier's invoices and credit notes; what is missing listed |
| QuickBooks or Xero bill-import CSV | Bills with every line item, account mapping and tax, imported by you |
| Paid-expense CSV | Paid purchases, via Autymate's QuickBooks or SaasAnt's Xero importer |
| CSV, XLSX, JSON | Summaries or line items for any other system |
A sent record carries one line for the document's total; the CSV routes carry every line. 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?
Yes, and into Zoho Books and Sage. Send creates the bill, expense or vendor credit through the ledger's own API and attaches the original file; in Xero, bills arrive as drafts to approve. Approvals and payment runs stay in your ledger. A bill-import CSV is still there when you want every line item on the bill.
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?
When sending, you pick the account in the send dialog, and each supplier is remembered with the account it was last sent to in that company. In a bill-import CSV, the document's category supplies the account mapping instead.
Can it reconcile a supplier statement?
Yes. Upload the statement and each invoice and credit note on it is matched to the ones you hold from that supplier, by number or by amount and date. It compares against the documents in Bankflow, not the balance in your ledger.
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 up to 50 page credits, upload a handful of last month's invoices, and send one to a test company or preview the bill file.
Guides
How to Automate Bookkeeping Using Bank Statement Data
A practical workflow for turning raw bank statements into reviewable, reconciliation-ready bookkeeping data.
How to Keep Track of Receipts: A System That Lasts
Why receipts go missing between the till and the books, why each one matters at tax time, five habits that keep them under control, and how to capture them from your phone.
How Long to Keep Receipts, and Does a Photo Count?
How long the IRS, HMRC, the CRA and the ATO ask businesses to keep receipts and invoices, when a scan or photo can replace the paper, and what makes a digital copy good enough.
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Stop typing supplier invoices.
Upload a week of invoices, review them beside the originals, and send them to your ledger as bills with the files attached.