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When an invoice or receipt is emailed to the Xero Files Inbox, Xero should extract its details and automatically suggest the most likely matching transaction, similar to bank reconciliation.
Potential matches should be ranked using:
- Amount or similar amount
- Transaction date or a configurable date range
- Supplier or customer
- Invoice or receipt reference
- Currency and other available details
The user should see the document alongside the suggested transaction and be able to confirm the match with one click, select another match, or create a new bill or expense if no transaction exists. Xero should then attach the document to the transaction and archive it automatically.
The workflow should also support split payments, one payment covering multiple invoices, duplicate detection and batch review. High-confidence matches could be processed automatically if the organisation enables this option, while uncertain matches remain for review.
This would provide an “invoice and receipt reconciliation” experience similar to bank reconciliation, reducing manual data entry, preventing duplicate expenses and ensuring that supporting documents are attached to the correct transactions.
Xero’s current Files Inbox accepts emailed documents and its Smart Document Capture can suggest matches based primarily on date and amount; this idea extends that into a richer reconciliation workflow using supplier, reference and other criteria.