Xero document automation for distributors
DynamoDocs captures the bulk customer POs with many SKUs, supplier invoices to match against receipts, and drop-ship orders that distributors deal with every day, reads them with AI, validates every field, and posts them into Xero. Your team reviews the exceptions instead of retyping each one.
30-minute session · run against your own Xero document types · no commitment
- 5–10 minutes of manual entry per document into Xero, gone
- 100% validated before anything posts to Xero
- PDF · Excel · EDI · image · email
DynamoDocs automates Xero document entry for distributors. For distributors, bulk customer POs with many SKUs and supplier invoices that must match receipts arrive nonstop and get keyed line by line before anything ships. DynamoDocs captures each document, AI reads and classifies it, suggests GL coding, validates it, and posts approved records into Xero through the Xero API, so orders ship on time and supplier bills reconcile against receipts. Xero is a popular cloud accounting platform for small businesses and their advisors, with a clean API for posting bills.
Xero × Distribution & Wholesale
Xero for lean distribution teams
Xero keeps a lean distributor's books tidy, and its bills, invoices, and quotes are enough to run on, until the volume of supplier invoices and customer orders outpaces the person entering them.
DynamoDocs posts supplier invoices as Xero bills with the account code, item code, and tax type on each line, and turns customer POs into sales invoices (Xero has no sales order) or quotes. The connector does not set tracking categories, so tag those in Xero if you use them.
For a distributor watching cash closely, the payoff is bills that land dated correctly the first time. The date and due date come from the document itself, so Xero's short-term cash view reflects real obligations instead of a backlog of un-entered invoices distorting the picture.
A distribution & wholesale quirk on Xero
Contacts post by name
The Xero connector posts contacts by name and maps account codes, item codes, and tax types to your Xero organisation. A distributor that buys from one supplier under several trading names should settle which name Xero holds before going live, since the contact name on the bill is what gets posted, and a name Xero does not already hold becomes a new contact.
The mapping
How Distribution & Wholesale paperwork posts into Xero
Each document is validated, then delivered to Xero as the record below.
| What distributors send | Where it lands in Xero |
|---|---|
| Bulk customer PO with many SKUs and unit-of-measure quirks | a sales invoice |
| Supplier invoice that must match a receipt and PO | an accounts payable bill |
| Drop-ship PO routed straight to a vendor | a sales invoice |
| EDI 850 from a partner, or a PDF PO from everyone else | a sales invoice |
| Freight bill coded across cost centers | an accounts payable bill |
| Made-to-order RFQ or request for pricing | a quote in Xero |
A worked example
Xero for distributors, from inbox to posted record
Imagine a wholesale distributor running Xero that receives a 60-line bulk purchase order from a grocery chain, every line uses the customer's SKU, not yours. DynamoDocs picks it up from the monitored inbox (or a drag-and-drop upload), and AI reads every field and line, no template required. Each line gets a suggested GL account from your rules and coding history, then the document is validated against totals, required fields, and your own checks. Anything that fails is flagged field-by-field for a quick review; everything clean posts straight into Xero as an accounts payable bill through the Xero API. Connects through the Xero API with OAuth 2.0. Your distribution & wholesale team reviews the occasional exception instead of retyping the whole document, so orders ship on time and supplier bills reconcile against receipts.
Specific to Xero
How the Xero connection works for distributors
Xero is a popular cloud accounting platform for small businesses and their advisors, with a clean API for posting bills.
OAuth API
Connects through the Xero API with OAuth 2.0.
Native records
Creates bills (ACCPAY), quotes, and, because Xero has no sales order, sales invoices (ACCREC) for customer POs.
Your codes
Posts contacts by name, and maps account codes, item codes, and tax types to your Xero organisation.
Curious what this saves at your distribution & wholesale volume on Xero? Model it on the savings calculator
Questions, answered
Xero for Distribution & Wholesale FAQ
What does a customer PO become in Xero?
Xero has no sales order, so a customer PO is created as a sales invoice (ACCREC) and a request for quote as a quote.
Can DynamoDocs reconcile a supplier statement against bills before they reach Xero?
A vendor statement is reconciled line by line, to the cent, against the invoices and credits DynamoDocs has already processed. Statements never post anything.
How does DynamoDocs handle distribution & wholesale documents on Xero?
For distributors, bulk customer POs with many SKUs and supplier invoices that must match receipts arrive nonstop and get keyed line by line before anything ships. DynamoDocs captures each of those documents from a monitored mailbox or upload, reads every field with AI (no per-vendor template), suggests a GL account for each line, and posts it into Xero through the Xero API. Connects through the Xero API with OAuth 2.0. Clean documents post automatically; only exceptions reach a person, so orders ship on time and supplier bills reconcile against receipts.
How does a bulk customer po with many skus and unit-of-measure quirks post into Xero?
It becomes a sales invoice in Xero, with header and line-item fields validated before anything posts. Creates bills (ACCPAY), quotes, and, because Xero has no sales order, sales invoices (ACCREC) for customer POs. A visual field-mapping engine shapes the record into exactly what Xero expects, so nothing is retyped and nothing posts half-filled.
Does it assign cost center and warehouse on Xero records?
DynamoDocs suggests a GL account for each line from your keyword rules and from how the same part or description was coded before, and a person confirms it. It does not assign cost center and warehouse. The Xero connector posts a fixed set of fields (party, dates, currency, and each line's account or item, quantity, and amount), so those codes are added in Xero after the record lands. Anything that fails a validation rule is flagged field-by-field for a quick fix before it posts.
How do purchase orders and RFQs from distributors post into Xero?
Purchase orders become a sales invoice and RFQs become a quote in Xero, with every line, bulk customer POs with many SKUs included, read and validated first. Posts contacts by name, and maps account codes, item codes, and tax types to your Xero organisation.
How much time and money does this save distributors on Xero?
Keying one document into Xero typically takes 5–10 minutes and costs $2–$6 in labor, before the cost of fixing a mis-keyed line. DynamoDocs does it in seconds and only flags exceptions, so the labor left is the review time on those, while orders ship on time and supplier bills reconcile against receipts.
See it run on your Distribution & Wholesale documents
Bring a real invoice, PO, or RFQ and watch it go from inbox to posted in Xero in about 30 minutes.
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