Connecting AI to Xero or MYOB: what’s possible and what’s safe

Xero and MYOB can both connect to other software, so a lot of bookkeeping admin can be automated. Because this is your financial data, it’s worth being careful about how much the system can do by itself.

Useful things to automate

• Supplier invoices: read the details from an emailed invoice and create a draft bill.
• Sales invoices: create a draft from a completed job or a won deal in your CRM.
• Payment reminders: send polite reminders on a schedule you approve.
• Coding suggestions: propose an account code based on past transactions.
• Answers for your team: let staff ask whether an invoice has been paid, without needing full access to the accounts.
• Reporting: turn your figures into a short weekly summary.

Keep these with a person

• Approving bills and making payments.
• Changing supplier bank details.
• Lodging BAS and other tax obligations.
• Tax treatment and financial advice.
• Payroll decisions.

Changed bank details deserve special attention, as fake invoices and payment-redirection scams are a known risk for Australian businesses. Always confirm a change through a contact you already trust, and never allow an automated system to approve one.

Controls to put in place

1. Draft first. Have the system create drafts rather than final transactions.
2. Limit access. Give each connection only the permissions it needs.
3. Keep a log. Record what the system did and when.
4. Set thresholds. Send unusual or large amounts to a person.
5. Check the data path. Know which services see your financial information and where it’s stored.
6. Involve your accountant. They can help you agree on the rules and spot problems early.

Start with one flow

Supplier invoices are a good starting point for many businesses, because the volume is often high and a draft is easy to check. Compare the results with the manual process for a few weeks before relying on it.

Before you build anything

Check whether the feature already exists. Your accounting software may already include what you need, and that’s often simpler than building something new.

If you need something more connected, we can automate the work between your systems. We’re not accountants, so we’ll work alongside yours on anything financial.