AP Autopilot for Xero
Stop typing supplier invoices into Xero.
AP Autopilot reads every supplier invoice, checks it for duplicates and mistakes, gets your approval, and posts it into Xero as a draft bill. Set up for you in 4–6 weeks. Tested on your own invoices before anything goes live. We never touch payments.
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Draft bills only — you stay in control · Tested on your invoices before go-live · Your data stays in Australia
Sound familiar?
Invoices arrive by email, sit in an inbox, get printed, get lost. Someone types them into Xero at 9pm. A supplier gets paid twice because the invoice came in twice. Nobody notices until the bank rec doesn’t balance.
Manual accounts payable doesn’t just eat hours. It leaks money quietly — duplicate payments, wrong amounts, missed credits, late fees. And the person doing the typing always has better things to do.
How it works — in plain English
1. You drop the invoice in.
A photo or a scan of each supplier invoice goes into your private dashboard — no re-keying, no logging into three systems. (Automatic email-in — forward invoices straight to a private address — is on our roadmap; today you upload.)
2. Every invoice is read and checked.
Supplier, ABN, amounts, GST, due date — read automatically, then checked: Do the numbers add up? Is the GST right? Is this supplier in your Xero? Have we seen this invoice before? Anything odd is flagged to a person. Nothing odd slips through silently.
3. You approve anything over your limit.
You set a dollar threshold. Anything above it waits for your approve-or-reject — sent to your phone as a secure link, no login required. Anything below it goes straight through.
4. It lands in Xero as a draft bill.
Coded, with the original invoice attached, sitting in drafts — exactly where your bookkeeper would have put it. Nothing is ever paid by software. Payments stay 100% yours.
You watch it pass the test before it goes live
Before your automation touches a single live invoice, we run it on a sample of your real ones — clean ones, messy scans, a planted duplicate, one over your approval limit. You get the test report: what was read, what was caught, what was flagged.
If it doesn’t pass on your invoices, it doesn’t go live — and you don’t pay the balance.
(This is the part software demos skip. We don’t.)
Built cautious on purpose
- Draft bills only. No software approval, no software payment. Ever.
- Human approval gates. Your threshold, your one tap.
- Duplicate and anomaly checks on every invoice — the same detection engine behind our FinAnomaly scanner.
- Your data stays in Australia. Hosted in Microsoft Azure’s Australian region.
- A person watches the exceptions. Anything unusual lands in a review queue checked daily — by the person who built the system, not a call centre.
Not sure it’s worth it? Measure the leak first.
Before you automate anything, see what manual AP has already cost you. Upload your accounts payable history to our free FinAnomaly scan — in about 60 seconds it checks for duplicate payments, odd amounts and supplier anomalies and puts a dollar figure on it. No card. No install. That’s the leak AP Autopilot then stops going forward — same duplicate-detection engine, now running on every new invoice.
Made for Australian small businesses on Xero
If your business receives 50+ supplier invoices a month and someone types them in by hand — trades, clinics, hospitality groups, NDIS providers, wholesalers — this was built for you.
Already have a bookkeeper? Even better. They stop doing data entry and start reviewing tidy, coded draft bills. (Bookkeepers: we run a partner program — ask us.)
Founding client rate — first five businesses
- Setup: $1,490 one-off (founding rate — normally $2,900). Process walkthrough, configuration, and the tested go-live.
- Then $290/month (founding rate — normally $490). Ongoing monitoring, exception handling, and quarterly FinAnomaly scans that prove what it’s catching.
- The founding deal: a reduced rate in exchange for an honest case study — your numbers, your words.
- The guarantee: you watch the test pass on your own invoices before go-live, or you don’t proceed and you don’t pay the balance.
Built by someone who’s done this for the big end of town
Qadan is run by Jay Qadan, who spent 16 years building finance and HR automation for enterprises on SAP and Microsoft Azure — the kind of systems big companies pay millions for. AP Autopilot is that discipline, sized and priced for Australian small business. You deal directly with the person who built it.
FAQ
Do you ever pay suppliers or move money?
No. Never. We create draft bills in Xero. Approving and paying them stays entirely with you.
What if an invoice is a blurry photo or won’t read cleanly?
It gets flagged to our review queue and handled by a person. You’re told, not surprised. (Today we read clear photos and scans — JPG or PNG. Native PDF invoices are coming; for now a scan or photo of the PDF works.)
Will this replace my bookkeeper?
No — it replaces the typing. Your bookkeeper reviews clean, coded drafts instead of doing data entry. Most bookkeepers love it; many refer us.
What do we need to give you to start?
About 45 minutes for a walkthrough of how invoices flow today, a Xero connection (you authorise it through your own Xero login — we never see your password), and a sample batch of invoices for the test.
What accounting systems do you support?
Xero today. MYOB is on the roadmap — tell us if that’s you.
How long until it’s live?
Four to six weeks from kickoff to tested go-live.
What happens to our data?
Stored encrypted in Azure Australia. We access only what’s needed to run your automation. If you leave, your Xero is untouched — everything we created is already in it as normal bills.
What does it cost to find out?
The scan is free. The 15-minute call is free. You’ll know the dollar figure and the fit before spending anything.