Xero document automation for professional services firms
DynamoDocs captures the vendor and subcontractor invoices coded to clients or projects, subscription bills, and client quotes that professional services firms 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 professional services firms. For professional services firms, vendor bills, subcontractor invoices, and client-related expenses arrive constantly and finance keys each one in by hand. 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 finance advises the business instead of keying vendor bills. Xero is a popular cloud accounting platform for small businesses and their advisors, with a clean API for posting bills.
Xero × Professional Services
Xero bills for consultancies
Xero suits lean consultancies, and Xero Projects plus tracking categories are enough to cost engagements, as long as bills actually get entered and tagged, which manual entry makes easy to skip under deadline.
DynamoDocs captures vendor and subcontractor bills and posts them as Xero bills with the account code, item code, and tax type on each line. It does not assign Xero Projects or tracking categories, so tagging an engagement stays in Xero.
The value for a project-billing consultancy is a shorter lag between cost and invoice. Bills reach Xero as they arrive, dated from the document, so a project's cost is current when a partner is deciding whether to raise the next invoice.
A professional services quirk on Xero
Client POs and quote requests in Xero
Xero has no sales order, so a purchase order a client sends to authorize work is created as a sales invoice (ACCREC), and a request for quote becomes a Xero quote. Vendor and subcontractor bills post as accounts payable bills (ACCPAY).
The mapping
How Professional Services paperwork posts into Xero
Each document is validated, then delivered to Xero as the record below.
| What professional services firms send | Where it lands in Xero |
|---|---|
| Vendor or subcontractor invoice coded to a client or project | an accounts payable bill |
| Software or subscription bill spanning the firm | an accounts payable bill |
| Reimbursable expense tied to an engagement | an accounts payable bill |
| Client-facing quote or estimate | a quote |
| Made-to-order RFQ or request for pricing | a quote in Xero |
A worked example
Xero for professional services firms, from inbox to posted record
Imagine a consulting firm running Xero that receives a subcontractor invoice reimbursable to a specific client engagement, it has to be coded to the project to bill through. 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 professional services team reviews the occasional exception instead of retyping the whole document, so finance advises the business instead of keying vendor bills.
Specific to Xero
How the Xero connection works for professional services firms
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 professional services volume on Xero? Model it on the savings calculator
Questions, answered
Xero for Professional Services FAQ
What does a client’s purchase order become in Xero?
A sales invoice (ACCREC), since Xero has no sales order. Requests for quote become quotes.
How does DynamoDocs stop a subcontractor’s bill from reaching Xero twice?
Before anything posts, each invoice is checked for required fields, totals that reconcile, a vendor that resolves, and no duplicate of an invoice already processed.
How does DynamoDocs handle professional services documents on Xero?
For professional services firms, vendor bills, subcontractor invoices, and client-related expenses arrive constantly and finance keys each one in by hand. 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 finance advises the business instead of keying vendor bills.
How does a vendor or subcontractor invoice coded to a client or project post into Xero?
It becomes an accounts payable bill 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 client, project, or engagement 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 client, project, or engagement. 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 professional services firms post into Xero?
Purchase orders become a sales invoice and RFQs become a quote in Xero, with every line, vendor and subcontractor invoices coded to clients or projects 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 professional services firms 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 finance advises the business instead of keying vendor bills.
See it run on your Professional Services 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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