AI-powered workshop automation
Stop typing supplier invoices. Let BayAutomate match them.
Drop in supplier invoices, credit notes or statements (several at once is fine). BayAutomate reads every page, matches each line to your purchase orders and deliveries, checks totals to the cent, blocks duplicates and holds price changes for approval. Clean invoices become draft bills or, in autopilot, are finalised automatically within the rules you set. Real costs flow to stock and to the job. Your team only looks at the exceptions.
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.
From PDF to matched bill, automatically
- Intake: drag and drop PDFs or photos, single or batch. Each workshop also gets a private inbound email address (email intake switches on when configured).
- Classify: invoice, credit note, statement, delivery docket or irrelevant. Files with several invoices are flagged for splitting, and their totals are never merged.
- Read: supplier, invoice number, dates, every line, quantities, pack sizes, prices and GST, using supplier-specific reading rules for common Australian parts suppliers.
- Match: lines are matched to the purchase order using supplier, PO reference and the actual parts. A PO number alone is never enough.
- Check: totals must reconcile to the cent, prices are compared with the last verified cost, and duplicates are blocked.
- Prepare: a draft bill is prepared, or finalised by autopilot if every rule passes. Costs update stock (FIFO) and the job.
Duplicate detection that doesn't rely on luck
- Same file uploaded twice: caught by file fingerprint.
- Same invoice as a different PDF (a re-sent email or a scan): caught by supplier + normalised invoice number + document type.
- The same email attachment processed twice: caught by message identity.
- Duplicates are blocked and the original is shown. A documented override exists for genuine collisions, and a duplicate bill is never created silently.
You decide how much it does on its own
Review everything
AI reads and matches each invoice. Staff check and approve every document.
Automatic drafts
Matching drafts are prepared. Clean ones can be approved in one batch, and exceptions are queued.
Autopilot
Clean invoices that pass every rule are finalised automatically. Anything uncertain is held.
Settings you control
- Autopilot limits: largest bill to finalise automatically ($1,500 by default), every part must match a delivery, trusted suppliers only, credit notes on/off, minimum AI confidence (85% by default).
- Matching: automatic PO matching, alternate/OE part numbers, backorders and part deliveries, and what to do when a bill arrives before the goods (hold by default).
- Documents: pack splitting (e.g. 1 × PACK OF 20 → 20 units), bulk oil to litres, attaching the PDF to the bill and PO, duplicate policy and pages per AI pass.
- Accounts and pricing: default expense account, small price tolerances (0 by default, so every difference needs approval), big price-change alert at 25% (hold for review).
- Per-supplier overrides: mode, trusted status, matching and pack rules for each supplier.
- Safety: pause all automation instantly, with optional creation of suppliers and products off by default.
- Usage: monthly AI budget with an alert threshold and an optional hard stop.
Human approval where it matters
- Stock is never received from an invoice. Only the goods-receiving step does that.
- Price rises above your threshold, unmatched lines, totals that don't reconcile, missing invoice numbers, unclear PO matches and possible duplicates always stop for a person.
- Every reading, correction, rule decision and approval is kept in the history with who did it and when.
- Accepted differences within tolerance stay on record, so nothing disappears.
What it replaces
Typing each line of a supplier invoice, ticking it against the docket, chasing the PO, re-keying it into accounting and guessing the job cost. Use the calculator to estimate the time in your own workshop.
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 |
| Stock control FIFO cost layers, locations, stocktakes, quarantine for faulty returns, movement history. | 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
Does it work with Repco, Burson and NAPA invoices?
Yes. BayAutomate includes reading rules for common Australian supplier layouts, including Repco, Burson and NAPA. That is document reading only. There is no partnership or ordering integration with those suppliers today.
Can it finalise bills without anyone checking?
Only in autopilot mode, which the owner switches on, and only for invoices that pass every rule you set: under the limit, matched to a delivery, from a trusted supplier, totals reconciled and above the confidence threshold. Everything else is held.
Does it post to Xero?
The Xero sync is coming soon. It is built and tested against the Xero sandbox and not yet connected to live Xero files.
What if the AI misreads a line?
Totals must reconcile to the cent. A misread usually fails that check and is held. Corrections are saved and shown in the history.