Bill and Credit Notes integration with XERO

The Client

A well-reputed Irish accounting firm helping the SME sector with outsourced back office Audit, Payroll and Taxation Services for the last 40 years. Their niche is around professional advisory and services.

The Challenge

The clients measured that a FMCG sector of their clients have multiple stores.

Their day to day business needs to maange bill payment and credit notes of suppliers. These bills and credit notes are sent to clients in PDF format. Most invoicing software provides automatic integration of invoices or sales with xero.com but there is a gap for such integration for managing bills and credit notes of suppliers.

Client wanted to make an automatic solution which helps them save time from manual entries of bills and credit notes. From a few suppliers they were able to get bills and credit notes in CSV format.

Key challenges:

Management of bills over scattered emails or FTP or Dropbox
Manually upload each PDF to xero.
Switching between each client’s xero account for maintaining data.
Data may get missed or typo errors

The Solution

After understanding the problem our team proposed to create a web application which solves the problem. This application would facilitate the client to manage multiple client organizations, multiple client’s staff with access rights to specific organizations. so that each staff member can maintain the Bills, Credit notes within a specific dropbox folder. This dropbox will be shared with the end clients also, so that the end client of the web application may decide to upload pdfs directly in dropbox. As soon as new files arrive in the dropbox folder, the background service will extract the supplier details and bill line items from the PDF file/ CSV file and automatically push those details into the client's XERO account

Results

2 hours saved Per end client organization for staff (our direct client’s accounting staff)
Total 30 Monthly Hours saved for 15 organizations. Hours will only multiply as more organizations are put into an automatic process.
Increased margin to 34% for the same bookkeeping service which was being handled by staff manually.
Process became fully automated. Accurate bills, credit note entry gets done almost within 10 minutes from upload to dropbox. Errors and Duplications reduced to 0.
Pruned Dependency