Before the purchase
- Who requested the spend and who must approve it?
- Does the purchase align with the agreed budget?
- What has been ordered and received?
WARECONNECT FOR XERO
Invoice Automation and Complete Purchase-to-Pay Control for Xero
Take control before you buy. Save time when invoices arrive.
Two equally important solutions
Start with either workflow. Connect both when it makes sense.INVOICE AUTOMATION
Less invoice administration. Clearer approvals. Better control.
PURCHASE-TO-PAY AUTOMATION
Better purchasing decisions. Controlled spending. Clear accountability.
Valid, approved supplier bill + document
Xero accounting system
WareConnect brings purchasing and supplier invoice workflows together, helping your business manage spending, streamline approvals and prepare accurate, approved invoices for Xero. Whether you want to simplify accounts payable or manage purchasing from request through to receipt, WareConnect gives your teams clearer responsibilities and better visibility - without replacing Xero.
Two pressures on finance teams. One opportunity for better control.
Some challenges begin before a supplier sends an invoice: who is requesting a purchase, whether the budget has been checked and who can authorise an order. Others begin when the invoice arrives: incomplete details, mismatched quantities, approvals waiting in inboxes or credits that need attention.
WareConnect helps organise the decisions on both sides. Start with Invoice Automation, use the Purchase-to-Pay workflow, or connect them to see how a supplier cost moves from request to approval. Xero continues to manage your accounting records.
When the invoice arrives
- Are supplier details, amounts and coding correct?
- Does the invoice agree with its PO and recorded receipt?
- Which approver or exception needs attention?
Choose the workflow you need. Connect them when it makes sense.
WareConnect for Xero supports two major workflows. Use either solution on its own, or connect purchasing decisions with the supplier invoices that follow.
Invoice Automation
Receive supplier invoices, check details, route approvals, manage exceptions and post approved bills to Xero.
Purchase-to-Pay Automation
Use budgets, Purchase Requests, Purchase Orders, Goods Receipts and matching to control purchasing decisions.
Choose the modules, user access and support services that suit your requirements. Your proposal confirms what is included.
Spend less time handling invoices. Keep every approval clear.
Invoices arrive in different formats, with different references and different approval needs. WareConnect captures supplier invoice information, checks it against configured rules and routes it for the right approval. Missing information, suspected duplicates, credits and PO mismatches can be reviewed before an approved bill is posted to Xero. The finance team can see what is progressing and what still needs attention.
From the original supplier document through to the recorded approval, your team has a clearer trail of the decisions behind each bill. PO-linked invoices can use matching evidence; invoice-only bills can follow their own configured review path.
- Receive invoice
- Capture information
- Validate and check duplicates
- Match PO where applicable
- Approve / review exception
- Post approved bill to Xero
What your finance team gains
- Less repetitive invoice entry through supported OCR/AI-assisted capture and validation.
- Configurable multi-level approvals based on supplier, amount, department, job or cost centre.
- Visibility of invoices awaiting a decision, on hold, rejected or requiring a correction.
- Purchase order comparison where relevant, plus supplier credit-note handling.
- A searchable repository, recorded comments and an audit trail supporting supplier queries.
- Approved supplier bill information transferred to Xero for downstream accounting.
Control spending before the supplier invoice is due.
A purchase is easier to control when the request, authority, order and delivery are recorded consistently. WareConnect connects budget information, Purchase Requests, approval decisions, Purchase Orders and independently recorded Goods Receipts. Teams can see what was requested, what was authorised and what has actually arrived before the supplier invoice is cleared.
When a supplier invoice arrives, the applicable purchase order and Goods Receipt records support two-way or three-way matching. Partial deliveries and discrepancies can be investigated through the configured approval and hold process. This adds operational context beyond a simple PO-to-bill conversion.
- Budget context
- Raise Purchase Request
- Approve purchase
- Create / approve PO
- Record Goods Receipt
- Match PO / GR / bill
- Approve supplier invoice
What your purchasing team gains
- Budget visibility and approval responsibilities before purchase commitments are made.
- Purchase Requests with supporting business information and a clear decision path.
- Purchase Orders with approval history and links to goods received.
- Recording of complete or partial deliveries rather than assuming every order arrived in full.
- Two-way and three-way invoice matching where the applicable purchasing records are available.
- Visibility over orders, receipts, purchasing exceptions and invoices still awaiting resolution.
Go beyond approval. Understand what needs attention.
Supplier spending involves four distinct decisions: what was received, what remains unmatched on a supplier statement, which approved bills should be paid now, and where each cost belongs. WareConnect gives the relevant teams clearer evidence, responsibilities and exception handling at each point.
GOODS RECEIPT & THREE-WAY MATCHINGConfirm what arrived before approving the supplier invoice.SUPPLIER STATEMENT MATCHINGInvestigate missing invoices, credits and month-end differences.PAYMENT RUN APPROVALApprove proposed payments separately from invoice approval.JOB & COST-CENTRE FINANCIAL CONTROLAllocate spending to the right team, project and budget owner.
Goods Receipt & Three-Way Matching
Know what arrived before approving what you were billed.
Record Goods Receipts independently from Purchase Orders, including partial deliveries and multiple receipts against the same order. WareConnect uses the PO, receipt and supplier invoice to compare ordered, received and invoiced quantities, together with relevant price and amount information. Missing receipts, under- or over-deliveries and differences outside the agreed matching tolerances can be directed to review, correction or hold under configured rules. Outstanding quantities and PO balances are considered where the relevant setup supports them.
Workflow explanation - not a product screenshot
Goods Receipt & Three-Way Matching- Purchase Order
- Goods Receipt(s)
- Invoice comparison
- Discrepancy review
- Authorised decision
Practical example
A PO is raised for 100 units; 80 units have been recorded as received, but the supplier invoices 100. The comparison shows a 20-unit received-versus-invoiced difference. The reviewer checks whether goods are still outstanding, a receipt is missing or the supplier billed early, then follows the configured hold, correction or approval process before the invoice proceeds.
Business valuePurchasing and AP can act on delivery evidence instead of assuming the whole PO has been received.
Supplier Statement Matching
See the missing entries before they become month-end queries.
WareConnect captures supplier statement information and compares statement entries with the AP invoices on record. Matched and unmatched results help finance identify missing invoices, possible duplicate entries, supplier credits and amount differences. The team investigates exceptions, records the required follow-up or correction and uses reconciliation information and document history to track what still needs attention.
Workflow explanation - not a product screenshot
Supplier Statement Matching- Receive statement
- Compare invoices and credits
- Review unmatched entries
- Resolve and retain history
Practical example
A supplier statement contains 20 invoice entries, but only 18 corresponding invoices are recorded. The two unmatched entries are visible for AP to investigate. Finance checks for missing documents, pending credits or differences, follows up with the supplier where necessary and records the reconciliation outcome.
Business valueA more organised month-end process, with fewer unresolved supplier balance questions.
Payment Run Approval
Give managers a separate decision over which approved bills should be paid.
Invoice Approval confirms that a supplier bill is authorised; Payment Run Approval determines which already-approved bills, and which full or partial amounts, are proposed for a particular payment cycle. Finance prepares a batch and supporting supplier/invoice summary. Managers can approve, reject, exclude or amend selections under the configured workflow, with the decision history retained. This separates payment-release oversight from the original invoice approval and from bank-payment execution.
Workflow explanation - not a product screenshot
Payment Run Approval- Approved bills
- Proposed payment batch
- Manager review / amendment
- Authorised banking steps
Practical example
AP prepares a run of 25 approved invoices. A manager excludes two that need clarification and approves the remaining 23 under the agreed process. Authorised finance staff then prepare or import the bank file and execute the payment steps in the approved bank/accounting workflow. WareConnect does not transfer funds directly; the ABA direction, Xero payment updates and reconciliation handoff must be confirmed for the implementation.
Business valueClearer separation of duties, visible payment decisions and better control over proposed cash outflows.
Job & Cost-Centre Financial Control
Make costs visible to the people accountable for the spending.
Assign costs to the relevant job, project, department or cost centre and validate the allocation before the invoice is approved. WareConnect can route decisions to responsible managers based on allocation, supplier or approval value. Where Budget Management is selected, approvers can use the configured budget and spending context. Multi-entity workflows keep the appropriate entity and approvers involved; approved accounting information is posted to Xero using the account and tracking-category mappings tested for that organisation.
Workflow explanation - not a product screenshot
Job & Cost-Centre Financial Control- Allocate and validate
- Check budget context
- Route to cost owner
- Approve
- Post mapped bill to Xero
Practical example
A contractor invoice relates to Project A. AP applies the correct job and cost-centre allocation; the project manager reviews and approves the charge, while finance checks the account code, tracking categories and destination Xero organisation before posting. Missing or incorrect coding is corrected under the configured review process rather than passed downstream.
Business valueMore reliable job-cost reporting, clearer budget ownership and less rework caused by incorrect allocations.
From a purchasing decision to an approved supplier bill.
With both solutions in place, a purchasing request can be checked, approved and converted into an order. Receiving teams record what arrived. When the supplier invoice follows, its details can be compared with the purchasing evidence and sent through the appropriate approval or exception process.
Not every invoice needs a purchase order. WareConnect also supports invoice-only workflows for overheads, services and other bills that follow the organisation’s configured approval rules.
Purchase-linked pathway
- Budget / PR
- Approval
- PO
- Goods Receipt
- Supplier invoice
- Matching / approval
- Xero
Invoice-only pathway
- Supplier invoice
- Capture / validation
- Approval / exception review
- Xero
This provides a clearer view of commitments, actual receipts, supplier invoices and approval decisions - while still supporting invoices that do not need a Purchase Order.
Keep Xero as your accounting system. Add control around the work.
WareConnect works alongside Xero, using relevant supplier and accounting information to support validation and approvals. Valid, approved supplier bills and their supporting invoice documents can be posted to Xero. Your team manages the selected purchasing, matching and review workflows in WareConnect while Xero remains the accounting system.
Payment Run Approval adds a separate management decision before the bank-payment step. Your implementation confirms the bank-file handoff and Xero payment or reconciliation responsibilities. For job and cost-centre allocation, the setup identifies which information stays in WareConnect and which approved accounting and tracking details can be represented in Xero.
We confirm the connected Xero organisations, supported fields and workflow steps for the modules you select.
Illustrative workflow
WareConnect Xero- Configured workflow and approvals
- Valid, approved supplier bill + document
- Xero accounting system
Better decisions before purchasing. Less chasing after invoicing.
WareConnect helps bring visibility and accountability to the processes that happen around supplier spending.
Accounts payable
Less repetitive invoice handling and clearer visibility of exceptions and pending approvals.
Purchasing / operations
More consistent purchase requests, approvals, ordering and receipt records.
Budget owners / project managers
Relevant job and spending context before authorising costs.
Finance managers / controllers
A clearer view of the activities and decisions that precede supplier payment processing.
Your purchasing and AP decisions, connected around Xero.
When purchasing, receiving and invoice decisions happen across different teams, finance often spends time finding information and chasing approvals. WareConnect offers a connected place to manage those decisions while retaining Xero as the accounting system.
Select Invoice Automation, Complete Purchase-to-Pay or both, then configure responsibilities and controls to your business. In feedback from MAS Partners, a Xero customer, respondents reported reduced manual invoice entry and better visibility before payment. DataDevice helps scope and support the workflows your team needs.
- Support both invoice-only and purchase-linked supplier bills.
- Route approvals using supplier, amount, department, job or cost-centre information.
- Bring receiving discrepancies, missing invoices and statement differences to the right reviewer.
- Keep supporting documents, comments and decisions available for follow-up.
- Agree module scope, user access and implementation support before go-live.
A Xero customer’s experience with WareConnect.
“We have built this system to manage the experience between AP and Xero and fine-tuned the process. We can still improve but definitely on the right path.”
M.A.S Partners
MAS Partners uses selected WareConnect modules alongside Xero. Experiences and configurations vary by business.
Configure the right workflows, without changing your accounting platform.
Choose Invoice Automation, Complete Purchase-to-Pay or both. Depending on your requirements, other production-ready modules and capabilities include Supplier Statement Matching, Payment Run Approval / Payment Run Approval, Expense Claims, credit-card expenses, document history and multi-entity workflows.
DataDevice helps confirm responsibilities, configure approvals, connect relevant Xero data and test your scenarios before go-live. WareConnect is cloud-based with role-based access. Detailed hosting, data-residency, security, service and optional managed-support terms are confirmed in your agreement.
Your proposal confirms the included modules, dependencies, user roles, usage allowances, setup and support. Availability does not mean that every capability is included in every package.
Frequently asked questions
Does WareConnect replace Xero?
No. Xero remains your accounting system. WareConnect manages the selected purchasing, supplier invoice and approval workflows alongside it.
Can we start with Invoice Automation only?
Yes. The solution can be scoped to the invoice process, with additional purchasing and reconciliation modules agreed separately.
Can we use Purchase-to-Pay without changing our existing Xero accounting?
WareConnect is designed to complement Xero. The selected PR, PO, Goods Receipt and matching workflow is configured around how your team purchases and approves supplier spending.
Does Xero already have bill capture and purchase orders?
Yes. WareConnect is intended for businesses that want additional configurable workflow, approvals, matching or operational visibility around those activities.
Does WareConnect support partial deliveries and three-way matching?
Yes. Goods Receipts can be recorded independently, including partial deliveries. Purchase Order, receipt and supplier invoice details can be compared, with differences reviewed under the configured matching and approval rules.
What happens when 100 units are invoiced but only 80 have been received?
The PO, Goods Receipt and invoice comparison shows a 20-unit difference. The reviewer investigates delivery or document accuracy, then applies the agreed hold, correction or approval process before the bill proceeds.
Can it reconcile supplier statements?
Yes. Supplier Statement Matching compares statement lines with AP invoices, distinguishes matched and unmatched entries, and helps identify missing invoices, credits and amount differences for month-end follow-up.
Is Payment Run Approval the same as Invoice Approval?
No. Invoice Approval authorises the bill. Payment Run Approval separately allows a manager to review proposed supplier payment selections, including full or partial amounts where configured, and approve, reject or amend the batch before the bank-payment step.
Does WareConnect create ABA files or make bank payments?
WareConnect supports selecting and approving proposed payment batches. ABA preparation or import, bank upload, Xero payment records and reconciliation steps depend on your agreed configuration. Authorised finance staff execute bank payments; WareConnect does not transfer funds.
Can approvals depend on job or cost centre?
Yes. WareConnect for Xero supports job, project, department and cost-centre allocations and configurable approval routing. How those details appear in Xero is confirmed as part of your setup.
Can managers remove invoices from a proposed payment run?
The confirmed Payment Run Approval workflow supports reviewing proposed batches and exclusions or amendments under the configured approval process. The precise editing and resubmission steps are demonstrated for your Xero setup.
How do job and project codes appear in Xero?
WareConnect can use job, project and cost-centre details for allocations and approvals. During setup, we confirm which values remain within WareConnect and which can be represented in Xero using supported account codes and available tracking categories.
Does WareConnect support multiple entities?
Multi-entity operations are supported as an advertised capability. Xero organisation connections, roles and separation of records are established during implementation.
What happens to invoices with missing information or mismatches?
They can be held, returned, corrected or reviewed according to the configured approval and exception processes, with comments and document history available.
How are modules priced?
WareConnect can be configured for Invoice Automation, Purchase-to-Pay or both. Included modules, users, processing volumes and implementation services are defined in your proposal. Our team will explain the applicable pricing and configuration before you proceed.
See WareConnect in action with your Xero business.
Whether your priority is faster supplier invoice approvals, more control before buying or a connected process across both, we can show you how WareConnect fits your team, your decisions and your Xero environment.
Talk to our team
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