New Zealand 
Accounts payable automation for Xero
firms in New Zealand.
Drafts coded line by line and posted to Xero, ready for your review. AI for the data entry, deterministic rules for the 15% GST treatment, bookkeeper for the authorisation.
Email forwarding sets up once per client. After that, supplier invoices route to ExpenseFlow automatically, OCR pulls every line, the GST rule engine codes against IRD guidance, and drafts land in Xero with the receipt attached.
30 days free, no commitment. We reply within one business day.
Four steps,
you only do the last one.
A real bill from the moment it arrives in a client inbox to the moment you authorise it in Xero. The first three steps are automated. The fourth is the bookkeeper.
Email forward
Each client gets a unique inbound address. Existing suppliers update their billing email once, then every future invoice routes automatically to the right client inbox.
Set up per client, once
OCR and extract
AI extracts supplier, dates, NZBN, totals, GST, and every line item including descriptions, quantities, unit prices, and per-line tax. Duplicates flagged before they reach the draft.
Around eleven seconds per bill
Code line by line
Every line gets a GL code from the client's actual Xero chart of accounts. The GST code comes from a deterministic IRD-aligned rules engine, not an LLM guess. Edge cases like zero-rated supplies and section 8(4B) reverse charges are routed by rule.
Per-client rules learn from your edits
Draft to Xero
The bill lands in Xero as a draft with line items, GL codes, GST codes, supplier matched, due date set, and the original receipt attached. You review and authorise. ExpenseFlow never posts authorised bills.
Always a draft, always your call
Why deterministic GST
matters at GST return time.
Most AI bookkeeping tools let an LLM decide the GST code. That works 90 percent of the time and fails silently on the edge cases that actually move GST101A numbers: imported services under section 8(4B) reverse charge, zero-rated supplies, the 50% entertainment limit, and the difference between exempt and zero-rated.
ExpenseFlow uses a deterministic tax engine written against IRD guidance. The same input always produces the same code. Standard 15% on standard-rated supplies. Zero-rated on exports and certain financial services. Exempt on residential rent. Reverse charge applied to imported services where the recipient is not fully taxable. Entertainment with the 50% limit applied where required.
The LLM only handles cases that genuinely need judgement (an ambiguous expense classification, a supplier-tax-status edge case) and flags them for review rather than guessing. The result is a draft bill that reconciles to three twenty-thirds on the GST line, every time, with the exceptions made visible instead of buried.
Native Xero integration,
tracking categories preserved.
We connect via Xero's standard OAuth 2.0 flow. We request only the scopes we need to read the chart of accounts and write draft bills. Full scope list visible at connect time. We never authorise bills. We never modify your chart of accounts.
- ↓ Chart of accounts (per client)
- ↓ Contacts (suppliers)
- ↓ Tax rates (15% GST, zero-rated, exempt, no-GST)
- ↓ Tracking categories (both dimensions)
- ↓ Active bank accounts
- ↑ Draft bills (never authorised)
- ↑ Line items with GL codes per line
- ↑ GST codes per line
- ↑ Supplier matching, auto-created if new
- ↑ Original invoice PDF/image as attachment
- ↑ Tracking category assignment where applicable
What ExpenseFlow
does not do.
Three things we are not, said up front. If your workflow needs any of these, we are not the right tool today.
- Out of scope
We do not authorise bills
Every bill lands in Xero as a draft. The bookkeeper authorises. We have no auto-publish mode, no supplier rule that bypasses review, no carve-outs.
- Out of scope
We do not process payroll or staff expense claims
No timesheet capture, no payday filing, no per-employee reimbursement workflow. Bill OCR and coding only. For expense claims, your existing tool stays in place.
- Out of scope
We do not handle non-Xero accounting platforms
No MYOB, no Reckon, no Sage. Built for Xero firms only, by deliberate scoping choice. Other platforms are not on the near-term roadmap.
Built for firms,
not single accounts.
ExpenseFlow is firm-level by default. One login covers every client in your portfolio, with role-based access (admin, reviewer, viewer) and a per-user audit trail of every action. No per-client account to spin up separately, no seat-cap pricing penalty as the firm grows.
- ✓ One ExpenseFlow login, every client. Switch in one click, isolated data per client, shared firm-level settings.
- ✓ Role-based access (admin, reviewer, viewer) with a per-user audit trail of every extraction, edit, and approval.
A note from the founder.
ExpenseFlow is built out of Singapore by a second-time founder with one previous tech exit. The free trial is open to every firm today, so you can start trying it on a real client whenever you like. I still work hands-on with each practice that comes on, so you get direct founder support setting up your first clients while we keep the product honest.
Questions NZ bookkeepers ask
before switching their AP workflow.
In testing on real NZ portfolios, line-level GL coding accuracy sits around 94 percent and GST coding around 94 percent after the first week of per-client learning. The bookkeeper still reviews every draft, so accuracy is about how often the review is a glance versus a re-code. Run a parallel-run trial on your free trial and we will share the per-document breakdown on your actual invoices.
All plans that allow API access to bills, which covers Starter (Ignite), Standard (Grow), and Premium (Comprehensive and Ultimate) NZ plans. The integration uses standard Xero OAuth and the Bills.Draft write scope.
Drafts that you authorise during the GST period flow through to Xero with the correct codes (standard 15%, zero-rated, exempt, no-GST) so the GST101A draft inside Xero already reconciles to the underlying transactions. Reverse-charge items under section 8(4B) are tagged as such on the line so they appear on the right return field. Cash vs invoice basis is honoured per client per the Xero setting.
Per-client and transparent, billed monthly in USD across all jurisdictions. Receipt capture and Xero sync run in NZD for your NZ clients; only the subscription itself is USD so there is one consistent rate card. No per-document credit packs that expire, no overage surprises at period end.
Yes. ExpenseFlow handles personal information per the 13 Information Privacy Principles in the NZ Privacy Act 2020, including notification at collection, use limitation, security safeguards, breach notification obligations, and individual access and correction rights. Data is held in encrypted, ISO-aligned storage. SOC 2 Type II is in progress.
Yes. Clients photograph the receipt with the ExpenseFlow mobile capture, or post it through any document-to-email service. Both routes land in the same review queue as forwarded supplier invoices. No paper handling on your side.
Yes. Both Xero tracking dimensions are honoured on the draft bill. Per-client rules can default tracking values from the supplier, the line description, or the GL account. New tracking values are flagged for review rather than auto-created, because that decision is usually a deliberate one a bookkeeper wants to make.
Xero is the only first-class integration today. QuickBooks Online NZ is supported for cases where a firm runs a mixed Xero/QBO book, but the product is intentionally Xero-first. MYOB and Reckon are not on the near-term roadmap.
Thirty days free.
No data migration.
Start today. Forward one client's bills to a unique ExpenseFlow inbox. Map their Xero org once. See line-level drafts in your queue within an hour. Cancel any time during the trial. The founder still onboards every firm personally, so help is one reply away.
30 days free · No commitment · We reply within one business day
Other places to start,
depending on your angle.
New Zealand GST calculator
Add or extract 15% GST. Zero-rated and exempt supplies handled.
NZ GST, end to end
Registration, returns cadence, zero-rated supplies, edge cases.
A Hubdoc alternative for Xero firms
Line-item coding vs header-only capture, sourced.
AP automation for Xero firms in AU
Same workflow, ATO-aligned GST handling.