The challenge
A week of invoices. A Tuesday deadline.
At Lady Gowrie Queensland, centres order the supplies they need, while head office handles the invoices and payments. Izaan’s accounts payable workflow covers more than 30 locations, with everything feeding into one Xero organisation.
Before Receiptor AI, Izaan typed invoice details in by hand. With more than 100 invoices in a typical week, entry kept Izaan busy from Thursday through to the following Tuesday.
Tuesday at noon is the cutoff for the Thursday pay run. An invoice that misses it has to wait for a later run. The team needs to keep invoices moving while also handling credit cards, insurance, and month-end work.
Why Receiptor AI
Start with the inbox. Keep working in Xero.
Izaan was looking for a way to have invoice details read and entered, leaving the finance team to check and correct the work. Connecting directly to email mattered: the invoices were already arriving there.
Receiptor AI added collection and extraction ahead of Xero. Suppliers could keep sending invoices to the accounts email, and the team could keep using Xero for allocation and payments.
See how Receiptor works with XeroThe workflow
Email → Receiptor AI → Xero
Izaan checks the flow around three times a day: review incoming email, confirm the invoices are in Xero, and investigate anything that needs attention.
Step 1
Invoices arrive in email
Suppliers and centres send invoices to the central accounts inbox. Receiptor AI collects them directly from the connected email account.
Step 2
Receiptor reads the details
Invoice data is extracted and categorised. Saved context and corrections help guide future processing, while detected duplicate copies are available for review.
Step 3
Izaan checks the work in Xero
Izaan checks that invoices have reached Xero, follows up on exceptions in Receiptor, and adds the centre job codes in Xero before the pay run.
The same invoice can arrive from a supplier, a centre, and a colleague. Izaan described the current duplicate workflow as useful: the original can go through to Xero, while extra copies stay available to check and archive.
The results
Less typing. More time for the rest of finance.
In the October 2026 interview, Izaan estimated that Receiptor AI saves about two days of invoice-entry work each week. The benefit is time available for other responsibilities while accounts payable continues throughout the month.
I would say that it has cut my time by two days of the week.
Finance officer, Lady Gowrie Queensland
Customer interview, 13 October 2026
Before Receiptor AI
Manually type invoice details into Xero, with entry occupying much of the working week between Thursday and Tuesday.
With Receiptor AI
Collect and read invoices from email, check the results in Xero, and spend more of the week on other finance work.
Saved memories have also helped. Izaan reported that remembering corrections improved account coding for subsequent documents, reducing repeated corrections.
Time savings and invoice volumes are customer-reported estimates from the 13 October 2026 interview, rather than an independently measured benchmark. Results vary by workflow and document complexity.
Where people stay involved
The finance team still makes the final checks.
Every centre needs its costs allocated correctly. Izaan still adds Xero job codes, also called tracking categories, and sometimes splits an invoice across several centres. Automatic job-code allocation was a request discussed in the interview, rather than part of this workflow.
GST discrepancies and occasional export issues also need attention. Izaan checks the records, corrects tax details in Xero when needed, and contacts Receiptor support for stuck exports.
The change is in how much repetitive entry happens before those checks. Receiptor prepares the invoice data; Lady Gowrie’s finance team keeps control of accounting decisions and payments.