Connect one shared mailbox for the whole workspace in Email Integration, Shared Email, like accounts payable at your company. If you set up a rule in Outlook, use Redirect, not Forward, so the supplier stays the sender and KAI can match them.Every invoice lands in the Invoice Inbox, under Commercial. Got one by hand? Click Upload PDF in the Invoice Register. A photo works too.
KAI reads it
KAI processes invoices as they arrive. If one shows Pending Kai Processing, open it and click Kai Process.KAI pulls out the invoice number, dates, amounts ex and inc G S T, the supplier's bank details, and the P O number printed on the invoice, with a confidence score.
Check it in the register
Open the Invoice Register. Use the status tabs, or search by supplier, invoice number or P O.Open the invoice. KAI has matched it to the purchase order, and tells you why. The supplier identity check compares the tax number and bank details with your Company Directory.Click the P D F tab to check the invoice side by side with what KAI read.Something wrong? Click Edit to fix a field, like the date, amount or company.
Code and match
Click Confirm Record Type. Choose Supplier Invoice, and confirm.Under Line Item Matching, each line carries its cost code from the P O. Check the G S T on each line: exclusive, inclusive, or no G S T for a supplier that isn't registered.Scroll across to see which P O line each invoice line is matched to. Green means it matches.
Approve and send to Xero
Click Complete Review, then Send for Authorisation.Your approval workflow decides who approves. Once the final approver signs off, Deep Space authorises payment and pushes the bill to Xero automatically.Approvers open View approval route, add a comment if they like, and approve. Here, receipt confirmation is done and payment authority is next.If the push to Xero fails, you'll see why, and a Push to Xero button to try again once it's fixed. Here the supplier isn't linked to a Xero contact yet.Timeline shows every step: uploaded, KAI read it and matched it, review completed, sent for authorisation, and authorised for payment.
When it doesn't match
Here the invoice has a surcharge that isn't on any P O line, so KAI suggested the P O but didn't link it. Accept the suggestion, choose another P O, or say there's no P O.The extra line isn't on a P O line, so give it a cost code. If it takes the P O over, raise a variation on the P O and get it approved.No P O at all, like a counter purchase? Confirm the project, choose Supplier Invoice, and code it to a cost code yourself.If KAI couldn't find the supplier, click Edit and pick the company. If they're not in your directory yet, add them first.
Credit notes
Credit notes come in the same way. KAI reads them, and picks up the invoice they refer to.Confirm the record type as Credit Note, then click Create Credit Note. It's created as a draft against the P O.On the P O's Credit Notes tab, open it and click Accept, or Accept and Push to Xero. It reduces what's been invoiced on the P O.
Month end
For month end, switch the view to Xero Sync. You see each invoice's status and whether it's in Xero. Anything not authorised hasn't gone to Xero.Each P O shows its invoices, credit notes and payments, so you can see what's been billed against it.
Common questions
It says it went to Xero, but I can't find it.
Bills arrive in Xero as drafts, so accounts can approve them there. Look under Purchases, Bills, Draft, not Awaiting Payment.
Bills arrive in Xero as drafts, so accounts can approve them there. Look under Purchases, Bills, Draft, not Awaiting Payment.
The supplier has no linked Xero contact.
Deep Space matches suppliers to Xero contacts by A B N or N Z B N. Make sure the supplier is in Xero with the same number and synced, then click Push to Xero.
Deep Space matches suppliers to Xero contacts by A B N or N Z B N. Make sure the supplier is in Xero with the same number and synced, then click Push to Xero.
KAI matched the wrong P O.
Click Change match on the record and pick the right P O, or a subcontract if it's really a subbie claim.
Click Change match on the record and pick the right P O, or a subcontract if it's really a subbie claim.
The supplier isn't registered for G S T.
Set each line to No G S T before you complete the review, so no tax goes to Xero.
Set each line to No G S T before you complete the review, so no tax goes to Xero.
Quick reference
Why is there a bank account warning?
The invoice is more than the P O
We got a proforma invoice
Where's the invoice I uploaded?
Need a hand? Email help@deepspacegroup.ai
Why is there a bank account warning?
The supplier identity check couldn't compare bank details because there are none on file. Check them with the supplier, then click Add from invoice. Your accounts team can own this step.
The supplier identity check couldn't compare bank details because there are none on file. Check them with the supplier, then click Add from invoice. Your accounts team can own this step.
The invoice is more than the P O.
Raise a variation on the P O for the extra and get it approved, then authorise the invoice, so the P O balances.
Raise a variation on the P O for the extra and get it approved, then authorise the invoice, so the P O balances.
We got a proforma invoice.
Process it so you can pay, then attach the tax invoice when it arrives and add a note, so the record matches.
Process it so you can pay, then attach the tax invoice when it arrives and add a note, so the record matches.
Where's the invoice I uploaded?
It's in the Invoice Inbox and the Invoice Register under Needs Review. Search by supplier or invoice number, and check the All tab.
It's in the Invoice Inbox and the Invoice Register under Needs Review. Search by supplier or invoice number, and check the All tab.
