Accounts payable templatesAutomate Xero bill entry from Gmail
Modern reads every supplier bill sent to your accounts inbox, checks it against the purchase order and drafts it in Xero with the PDF attached, ready for your approval.
TriggerWhen a bill lands in accounts@
Steps5 steps, from trigger to sign-off
ControlAP lead approves every draft
Free to start. No card needed.
When a bill lands in accounts@The instruction
“When a supplier emails a bill to accounts@, read the bill and its attachment. Find the supplier and purchase order in Xero. Flag duplicates and any price more than 2% off the PO. Draft the bill in Xero with the PDF attached and ask the AP lead to approve it.”
Works with every major ERP
- +100 more
How it runs
5 steps from trigger to sign-off
- 01
Watch the accounts inbox
Picks up every email sent to accounts@, including forwards and attachments.
Gmail - 02
Read the bill
Pulls the supplier, invoice number, dates, line items, tax and totals from the PDF.
Modern - 03
Match it in Xero
Finds the supplier and purchase order, and flags duplicates or prices more than 2% off the PO.
Xero - 04
Draft the bill
Creates a draft bill in Xero with the PDF attached and the right account codes.
Xero - 05
Ask before it posts
Sends the AP lead a task to approve. Nothing is posted until they do.
Slack
Replaces bill and receipt capture software
Still paying for bill and receipt capture?
This template does the job of Dext and AutoEntry inside Modern. Run the stack audit to see what you could cancel across your whole finance stack.
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FAQs
File supplier bills from your inbox into Xero: FAQs
Can’t find what you’re looking for? Send us a message and a person on the team will answer.
Yes. Modern can watch a Gmail or Outlook inbox, a shared mailbox or a forwarding address, and reads PDFs, images and email bodies.
No. Bills are created as drafts and the AP lead approves them. You can let low-risk suppliers post automatically later if you want to.
Yes. Change the instruction to your ledger and Modern drafts bills there instead, with the same checks and approvals.