1.Detect submitted bills
Integrate Xero and accounting tools to capture submitted bill fields like reference, dates, contacts, totals, and the invoice PDF link.
Add payable row for submitted bills with PDF
Automatically capture newly submitted bills across Xero, Zapier, and Smartsheet. Create and update payable rows when submitted bills appear, status flips to Submitted, or invoice PDFs linkβso you can add sheet rows, attach invoice PDFs, and triage approvals without manual vendor checking.
How this automation accelerates AP tracking for submitted bills
When new bills show status: Submitted, invoices can wait in inboxes and slow down approvals. This automation captures invoice metadata and creates a Smartsheet row, then attaches the invoice PDFβso your team can triage faster.
Xeroor swap with your favorite app
2.Filter qualifying bills
Integrate Filter by Zapier and workflow filters to continue only for qualifying bills, skipping internal or test vendor patterns.
Filter by Zapieror swap with your favorite app
3.Add an AP tracking row
Integrate Smartsheet and spreadsheet workflows to add a worksheet row mapping invoice reference, dates, vendor, totals, due date, and category.
Smartsheetor swap with your favorite app
4.Delay for row ID
Integrate Delay by Zapier and automation timing tools to pause briefly so the created Smartsheet row ID is available.
Delay by Zapieror swap with your favorite app
5.Attach invoice PDF
Integrate Smartsheet and document storage to attach the invoice PDF to the created row using the row ID.
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Explore all invoice processing & management automations
Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
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