The invoice underground

Connect the Microsoft 365 mailboxes your suppliers already send to, so suppliers change nothing. AP Maestro reads only the inbox folder.

Upload a PDF, or a JPEG, PNG or HEIC photo, of an invoice that arrives outside email. Photos are turned into a PDF, so every invoice is handled the same way.

Connect Gmail and Google Workspace mailboxes the same way as Microsoft 365.

Photograph a paper invoice on an iPhone and upload it straight to AP Maestro. It's read like any other invoice.

A ready-made address for each company, for suppliers to send invoices to. Handy for companies without their own accounts mailbox.

Invoices from every inbox, for every company, land in one queue. Someone who works on only some companies sees just theirs.

AP Maestro reads the supplier, the invoice number, the dates, every line, the GST and the totals. Invoices up to 40 pages long, and PDFs holding several invoices, are handled too.

From the inbox, who it's billed to and the supplier's history, AP Maestro works out which company each invoice belongs to. When it isn't sure, a person decides.

Lines are coded to an account by your rules, matched on each line's item code, with the reason shown. Bring the rules you already have, even in a spreadsheet.

With no rules to start from, AP Maestro learns from your bookkeeper's first decisions for each supplier.

GST is checked on every line and against the totals, so a mistake is caught before it reaches your accounts.

Suppliers sometimes send the same invoice twice, or to two inboxes. AP Maestro checks for duplicates across all your companies.

The BSB and account number printed on an invoice are compared with the ones held for that supplier in Xero. If they differ, the invoice can't be approved until someone checks.

Ask questions about your invoices and suppliers in plain English, and get answers from your own data.

The queue is sorted into lanes, starting with what needs you, then what's awaiting approval, being posted, or done.

See one company's invoices, or all of them together.

Each person gets a regular email listing what's waiting for them, and can change it or turn it off.

Search by invoice number or supplier across all your companies, in the lane you have open.

Each company gets its own colour, shown on every invoice, so companies can be told apart at a glance.

AP Maestro as an app for iPhone and Android phones.

Let a store or site manager approve only their own company's invoices, or only certain suppliers.

Approve, hold or send back an invoice from your phone. Open the PDF, and fix a line's description, account code or amount before approving.

Send an invoice back with a note saying what to change. With supplier emails turned on, the supplier gets the note by email under your business's name. Or hold the invoice, or reject it.

Choose exactly what each person can see and do, with roles and permissions you set yourself.

Invoices that need more than one sign-off go to each approver in turn.

Send invoices to different approvers by amount or company, such as everything over $5,000 to the owner.

Once approved, the bill is posted to your accounting software, coded, with the PDF attached. You pay it there as usual.

Suppliers and their details come in from Xero and stay in step with it, so invoices match the contacts you already have.

Each company's accounting organisation is connected, and every bill goes to its own one.

Connect AP Maestro to AI assistants such as Claude or ChatGPT through MCP, so you can ask about your invoices from the tools you already use.

AP Maestro posts to Xero today. A bill is marked done only once its PDF is confirmed attached in Xero.

When a bill AP Maestro posted is changed or voided in Xero, it shows in the queue. That happens within minutes once Xero is set up to notify AP Maestro, and otherwise at a daily check.

Send approved bills to MYOB, the same way as Xero.

Send approved bills to QuickBooks Online, the same way as Xero.

More accounting software after MYOB and QuickBooks.

Every email AP Maestro reads gets an outcome and a reason, so you can always see what happened to it.

What was done to each invoice, and when, is kept in its history, along with who approved it.

Export a list of invoices whenever you need one, including a whole year.

If you leave, we export your invoice list as one spreadsheet per financial year. We also stop reading your mailboxes and disconnect Xero.

Dashboards that show spending, suppliers and approvals across every company.

Supplier statements are matched against the invoices you hold, to find any you never received. AP Maestro can then ask the supplier to resend them.