Never type another supplier invoice into Xero again.
You send us invoices; we handle the Xero bookkeeping and prepare your payment runs. You approve payments in Wise (or your bank), and we match everything so your numbers stay spotless — without us ever touching your money.
Sound familiar?
- You're constantly forwarding invoices and typing amounts into Xero between everything else.
- Suppliers keep chasing you to ask whether they've been paid.
- You worry about paying the same invoice twice — and occasionally do.
- Your bookkeeper asks you a long list of questions every VAT quarter.
- Bank reconciliations are messy because payments don't match anything in Xero.
You don't need another app — you need someone to run the whole supplier invoice process for you, inside the Xero you already use, while you keep full control of the bank.
How it works — 4 simple steps
You send us the invoices
Suppliers email invoices to a dedicated inbox, or you snap and upload them from your phone. Everything funnels into one place — no printing, no filing, no lost paperwork.
We do the bookkeeping in Xero
We check each invoice, code it correctly in Xero (account, VAT, tracking, due date) and attach the original document. You stop typing supplier names, amounts and references — we do.
You review the payment schedule
We prepare a clear list of who needs paying, how much, and when. You get a notification that the next payment run is ready, then quickly tick off the invoices you want to pay.
You pay, we match
You log into Wise (or your business bank), approve and release the payments. We're notified what was paid and reconcile each one against the right invoice in Xero — cleanly, automatically.
The result: no more guessing "have I paid this?", no awkward supplier chase calls, and far fewer bookkeeper queries at month-end and VAT time.
What's included
- Capture and processing of all your supplier invoices into Xero.
- Correct coding and VAT treatment on every bill (standard, reduced, zero, exempt or reverse charge).
- Preparation of regular payment runs and a clear schedule of what's due.
- Notification when the next payment run is ready for your review.
- Payment matching and bank reconciliation in Xero after you've paid.
- Basic supplier query handling on your behalf where needed.
Volumes scale up and down as your business grows — you only pay for the level of activity you actually need.
What you get out of it
Save hours every week
- No typing invoice details into Xero.
- Fewer bookkeeper questions each month.
Avoid costly mistakes
- Far less chance of duplicate or wrong-amount payments.
- Always know what's due and what's already paid.
Easier VAT and year-end
- Cleaner coding means fewer queries at VAT return time.
- Strong audit trail if HMRC ever asks questions.
You keep control of payments
- We never move your money.
- You approve every run inside your own bank.
Who it's for
This service is built for:
- UK businesses already using Xero for bookkeeping.
- Owner-managed businesses without a full in-house finance team.
- Companies handling regular supplier invoices each month — trades, agencies, professional services, e-commerce and online businesses.
If you're on Xero and spending too long dealing with supplier invoices and payments, this is for you. You get the benefits of a finance team without hiring staff.
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Common Questions
Will you have access to our bank account?
No. You stay in full control of your money. You log into your own bank (e.g. Wise) and approve every payment yourself. We only prepare the payment schedule and reconcile what's been paid — we never move funds.
How do you access Xero?
We connect to your Xero file as your advisor or bookkeeper, with the appropriate user permissions. There's no software to install and no need to share your login details.
What if you process an invoice incorrectly?
Mistakes are rare because every bill goes through a check before it hits the ledger, but if something does need correcting we fix it promptly and let you know. Because everything is matched back to the original document in Xero, errors are easy to spot and resolve.
Can we try this for a short period first?
Yes — we usually start with a 30 or 90-day pilot. We agree the volumes, the pay run frequency and what 'good' looks like up front, then review at the end of the pilot before committing to anything longer term.
Do we have to use Wise?
No. Wise is our recommended setup because the integration with Xero is excellent and the FX rates are unbeatable, but the same workflow works with any UK business bank — we'll just upload or hand over the payment file for you to approve in your existing online banking.
How often are pay runs?
Most clients run weekly or fortnightly. We'll agree a rhythm that suits your cash flow and supplier terms.
Outsourced Xero accounts payable, without losing control of your bank account.
Book a quick call and we'll look at your current process, show you exactly how our Xero AP workflow would work for your business, and give you a clear outline before you decide anything.