Email to Xero Bills, Automatically
Draft or approved bills in Xero with contacts matched and tax rates applied.
Xero users generally have a decent document workflow already, because Hubdoc comes bundled with the subscription. What Hubdoc does not do is line-item extraction, duplicate detection or purchase order matching, which is where most of the manual work actually lives.
ZapBooks connects to your Xero organisation and to the mailbox bills arrive in. Invoices are extracted in full, matched to existing Xero contacts, coded against your chart of accounts with the correct tax rate, and created as bills with the source document attached.
You can have bills land as drafts for review, or route them through an approval step on the Pro plan before they are created.
Connecting Xero
- 1
Start a ZapBooks trial
14 days, no credit card, cancel any time.
- 2
Connect your email account
Read-only OAuth access to the Gmail or Outlook mailbox bills arrive in. Nothing is forwarded and no password is stored.
- 3
Connect your Xero organisation
Authorise ZapBooks through Xero and select the organisation bills should be created in.
- 4
Set your default account codes and tax rates
Confirm the account codes and tax treatment ZapBooks proposes for your regular suppliers. Corrections persist per contact.
- 5
Choose draft or approved
Decide whether bills should be created as drafts for you to approve in Xero, or approved directly once they clear the ZapBooks review step.
Where each field lands
| Extracted from the invoice | Written to Xero |
|---|---|
| Supplier name | Contact, matched against your existing Xero contacts |
| Invoice number | Reference |
| Invoice date | Date |
| Due date or payment terms | Due date |
| Line item description | Description on the bill line |
| Line item quantity and unit price | Quantity and unit price |
| Line item amount | Line amount, coded to your chart of accounts |
| Tax amount and rate | Tax rate on the line |
| Currency | Currency on the bill, where multi-currency is enabled |
| Purchase order reference | Reference field and PO matching on the Pro plan |
| Original PDF or image | File attached to the Xero bill |
What it does
- Creates bills in Xero with line-item detail, quantities and unit prices preserved.
- Matches suppliers to existing Xero contacts rather than creating near-duplicate records.
- Applies the correct tax rate per line, including zero-rated and exempt treatments.
- Attaches the source PDF to the Xero bill.
- Detects duplicate invoices before creation, including statement copies and chaser re-sends.
- Supports multi-currency bills where multi-currency is enabled on your Xero plan.
- Purchase order matching on the Pro plan.
What it does not do
- ZapBooks does not pay bills or schedule batch payments in Xero.
- Tracking categories are applied in Xero. ZapBooks supplies clean line-level data; the allocation rules stay in your Xero setup.
- Bank statement and supplier statement capture is not supported. Hubdoc and AutoEntry cover that.
- Sales invoices (accounts receivable) are out of scope.
Xero questions
Other integrations
Start syncing to Xero
14-day free trial, no credit card. Connect your mailbox, connect your ledger, review the first batch.
14-day free trial. No credit card required.