Feature: supplier invoice capture
Supplier invoices read and matched automatically
Forward or upload a supplier bill and BayAutomate reads the supplier, invoice number, lines, quantities, prices and GST. It matches them to the purchase order and what was received. Matching lines flow through, and real costs land on the right jobs. Price differences, extra lines and possible duplicates are held for a person to approve.
Early access: BayAutomate is onboarding Australian workshops now. Anything marked Coming soon or Planned isn't available yet. Everything else is included on every plan.
Three-way match
- Order: what you asked for, at what price.
- Receipt: what actually arrived.
- Bill: what the supplier charged. Anything that doesn't match is flagged, never silently posted.
Honest boundary
Capture and matching are built into the early-access release. Reading accuracy depends on the document. Every capture can be reviewed before it is posted.
Status of what's on this page
| Capability | Status |
|---|---|
| Supplier invoice automation Bills and credit notes read by AI, matched to purchase orders and deliveries, duplicates blocked, price changes held. Review, automatic-draft or autopilot mode. | Included |
| Parts reservations and purchase-order drafts Approved work reserves stock and drafts purchase orders for shortfalls. Partial receipts and backorders tracked. | Included |
| Actual job costing and profit Quoted vs committed vs actual cost per job, using real receipt costs and each technician's loaded labour rate. | Included |
| Xero sync Queued, retry-safe posting of invoices and payments is built and tested against the Xero sandbox. Not yet connected to live Xero files. | Coming soon |
Checked 8 November 2026.
Questions
What happens with duplicates?
A bill with the same supplier and number, or a near match, is flagged and never posted twice.
Do I still check bills?
Only the exceptions. Bills that match the order and receipt flow through.