1.Monitors new or updated authorized bills
Integrate Xero and accounting tools to trigger on authorized bill changes and start bill processing.
Send approved bill emails and log payment entries
Automatically monitor authorized bill updates across Xero and automate vendor email delivery plus payments logging. Create and update standardized ledger entries when bills get authorized, invoices are approved, or bill records changeβso you can notify vendors, capture ledger rows, and reconcile payments without manual reconciliation.
How this automation sends approved bill emails and preserves ledger accuracy
When authorized bills get stuck between approval and outreach, vendors wait and reconciliation slows down. This automation uses Xero to format bill details, finds vendor contacts, sends emails, and creates payment rowsβso your team can reconcile faster.
Xeroor swap with your favorite app
2.Formats dates and currency
Integrate Formatter by Zapier and data formatting tools to convert due dates and amounts for email and logging.
Formatter by Zapieror swap with your favorite app
3.Finds or creates vendor record
Integrate Zapier Tables and vendor directory tools to look up vendor contacts and create a new vendor when needed.
Zapier Tablesor swap with your favorite app
4.Sends approved bill email
Integrate Gmail and email tools to deliver invoice reference, amount, and dates to the vendor with finance BCC.
Gmailor swap with your favorite app
5.Creates payments ledger row
Integrate Google Sheets and spreadsheet tools to add a central payments row with ledger status tracking.
Google Sheetsor swap with your favorite app
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Explore all invoice processing & management automations
Accelerate invoice processing with automated invoice capture, approval routing, and payment updates
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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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