The inbox exists so that no supplier bill is ever keyed by hand and none is ever forgotten in a truck. Documents come in by email or by drag and drop; a person codes them; Xero receives them with the receipt attached.
Getting documents in
Your company gets a dedicated inbound address. Suppliers, or you, forward bills and receipts to it; an alias on your own domain (for example bills@yourcompany.com) can point to it. Signature images and tiny files are ignored, and an email delivered twice is not duplicated. You can also drop PDFs and photos straight into the inbox.
What is read
Each PDF or photo is read by an AI model with a structured output: vendor, invoice number, dates, subtotal, GST, QST, total, line items, and hints about the project. NamaCor then pre-fills the form in this order: the project suggested by the document, otherwise the project and cost code you used most often for that vendor, otherwise the only active project if there is one.
Coding
- The review screen shows the document next to the pre-filled form. Create the cost copies the file as the cost's receipt.
- Later parks the document in a tab of read documents without a project, where the office assigns project and cost code in series. A cost never exists without a project.
- A banner lists possible duplicates: same vendor and invoice number, or same total on the same date.
- Split across projects by amount or by line item; taxes are prorated.
Leaving for Xero
Depending on your setting, costs coded by the office are queued for Xero automatically, all costs are, or you send them by hand with Send to Xero, one by one or all unsynced at once. Xero receives a supplier bill, draft or approved, with the account, the tracking option and the receipt. Once it exists, a link opens it in Xero, and its paid status comes back to NamaCor.