The Challenge
Finance and accounting teams managing invoice documentation face recurring challenges that create compliance risks and operational inefficiencies:
- Manual document attachment: Every emailed invoice, PDF receipt, or supporting document must be manually downloaded and attached to the correct Xero record
- Disorganized audit trails: Without consistent attachment practices, finding supporting documentation for audits, tax filings, or compliance reviews is time-consuming
- Duplicate document storage: Teams store documents in email, file servers, and Xero separately, creating version control issues and wasted storage
- Limited document search: Retrieving specific invoices, receipts, or contracts requires remembering where they were filed and manually searching through attachments
- Compliance gaps: Missing or misfiled documents create audit risks and can delay financial statement approvals or tax returns
The Autohive Solution
Autohive eliminates manual document management by automatically attaching files to Xero records, retrieving attachment content for analysis, and maintaining organized, searchable audit trails.
Automated File Attachment
When invoices arrive via email or are saved to designated folders, Autohive attaches them directly to the corresponding Xero sales invoices, purchase bills, or bank transactions. Matching is based on invoice numbers, amounts, dates, or vendor names.
Intelligent Document Retrieval
Autohive retrieves all attachments linked to specific Xero records and downloads their content for AI-powered analysis, data extraction, or compliance verification. This enables automated invoice validation, duplicate detection, and expense categorization.
Complete Audit Trail Creation
Every document is linked to its corresponding financial transaction automatically, creating a complete, searchable audit trail that satisfies compliance requirements and accelerates audit processes.
Benefits
- Eliminate manual filing - Automatically attach invoices, receipts, and supporting documents to Xero records without manual downloads
- Improve compliance - Maintain complete, organized audit trails that meet regulatory requirements and accelerate audit processes
- Faster document retrieval - Find and access any invoice or supporting document instantly without searching through email or file servers
- Reduce storage duplication - Centralize document storage in Xero, eliminating redundant copies across multiple systems
- Enable intelligent analysis - Extract data from attachments automatically for fraud detection, duplicate identification, and expense policy enforcement
How It Works
- Receive and match documents - Invoices arriving via email or file systems are matched to corresponding Xero records using invoice numbers, amounts, or vendor details
- Attach automatically - Documents are uploaded and linked to sales invoices, purchase bills, or bank transactions in Xero without manual intervention
- Retrieve and analyze - Attachment content is extracted for AI-powered validation, data extraction, or compliance checking
- Maintain audit trails - All documents remain linked to their financial transactions, creating searchable, organized records for audits and tax filing
Getting Started
- Sign up at app.autohive.com
- Connect your Xero integration from the marketplace
- Configure your document attachment workflows and matching rules
- Deploy your agents and maintain audit-ready financial records automatically
