Product Updates

What's changing

There's a new default approval flow that works the way most teams expect — no forced 5-day auto-approval. When an invoice is sent for approval, it's sent to Xero straight away as Awaiting Approval, and both Process AI and Xero show the same status. The invoice only moves to Awaiting Payment once it's approved in Process AI.

Approving in Xero directly

If someone approves the invoice directly in Xero, Process AI picks that up and surfaces it as “approved in Xero” — but the Process AI approval status stays as-is. That way the Process AI approval audit trail remains a clean record of what was approved through the platform, and anything approved outside it is visible but clearly distinguished.

Why we built it

The 5-day auto-approval concept wasn't what most users expected from an approval workflow, and it sat behind some of the hesitation around writing to Xero. The new flow matches the conventional pattern teams already use, while preserving a clear audit trail of who approved what, and where.

What you'll see

• A setting to choose between the new conventional flow (default) and the existing 5-day auto-approval flow.
• Invoices appearing in Xero as Awaiting Approval as soon as they're sent for approval.
• A synced indicator when an invoice is approved directly in Xero, without overwriting the Process AI approval status.

What's changing

You can now assign an approver directly to a specific supplier. When invoices from that supplier come through, they're routed to the assigned approver automatically.

Why we built it

Until now, approver allocation worked one way: you'd bulk send invoices and let AI allocate them to approvers based on your tracking category rules. That works well for category-driven routing, but some suppliers should always go to the same person regardless of category. This new supplier-level rule type gives you that direct, predictable control.

What you'll see

A new approver rule type when configuring rules, letting you pick a supplier and assign an approver to it. This sits alongside the existing tracking-category-based allocation.

What's changing

You can now use the Supervisor Agent to update the rules that drive coding accuracy — the supplier-level instructions and chart-of-accounts descriptions that help Process AI pick the right account code and tracking category. The agent works out the right kind of customisation to use, writes it, and confirms it's been applied.

Why we built it

Improving coding accuracy used to mean opening the rules and chart-of-accounts screens, deciding which type of customisation to use (a supplier instruction, a chart-of-accounts description, and so on), and writing it yourself. The Supervisor Agent now handles that classification step and the writing, so you can describe the improvement in plain language and have it applied without navigating through the UI.

What you'll see

• Ask the Supervisor Agent to improve coding — e.g. “every invoice from Acme should code to account 416”, or “account 416 covers software subscriptions and SaaS licences”.
• The agent picks the right place for the customisation (a supplier instruction, a chart-of-accounts description, etc.), writes it, and confirms it's saved — no trips through the rules UI required.

What's changing

Process AI now flags unsaved changes at the point of sending to Xero. If you've made edits that haven't been saved — to accounts, line items, or anywhere else on the invoice — you'll see an Unsaved Changes pop-up before the send goes through, with a one-click Save & Send to Xero option that saves your edits and sends in a single step.

Why we built it

We've seen the same pattern hurt trust in the Xero sync: a user updates an invoice, hits send to Xero, and the changes don't make it across because they hadn't been saved first. The wrong data lands in Xero, and the user (reasonably) concludes the integration isn't reliable. This safeguard closes that gap.

What you'll see

• An Unsaved Changes pop-up at the point of sending, so you can't accidentally push stale data to Xero.
• A Save & Send to Xero button on the pop-up that does both in one step — no need to back out, save, then resend.

What's changing

Before an invoice is sent from Process AI to Xero, Process AI now runs a final check to see whether that invoice already exists in Xero. If a likely duplicate is detected, a pop-up appears to flag it — for example: “This invoice already exists in Xero, so we don't think it should be sent.” You can then review and decide before anything is pushed through.

Why we built it

Occasionally a user doesn't realise an invoice is already sitting in Process AI. The supplier chases them for payment, and the invoice ends up being pushed straight into Xero, bypassing Process AI. This is a safeguard — a final double-check at the point of sending, so the same invoice doesn't get entered into Xero twice.

What you'll see

A pop-up at the point of sending that flags the duplicate and recommends against sending it.

What's changing

Potential duplicate invoices now carry a Duplicate status tag on the invoices list, so you can spot them at a glance without opening the invoice. Detection doesn't rely on the invoice number alone — it also looks at other signals, such as a similar description from the same supplier.

Why we built it

Invoice numbers aren't always a reliable way to catch duplicates — a supplier might re-send the same invoice with a different number, or none at all. By matching on broader signals like supplier and description, Process AI catches duplicates that a number-only check would miss.

What you'll see

A blue Duplicate status tag in the Invoice Status column for invoices Process AI believes may already exist, so you can review them before they're processed further.

What's changing

Process AI now supports credit notes. They can come in via mail forwarding — the same way invoices do — or you can upload them manually. Credit notes are processed just like a normal invoice, but with the charges reversed. When you send to Xero, the credit note is created as a credit note in Xero's Bills section.

Why we built it

Suppliers issue credit notes alongside invoices, and previously these had to be handled outside Process AI. Bringing them into the same workflow means the full picture — invoices and credits — flows through Process AI and into Xero consistently.

What you'll see

Credit notes picked up automatically through mail forwarding or added via manual upload, processed with reversed charges, and sent through to Xero as credit notes under Bills.

What's changing

From the invoices dashboard, you can now click and drag files directly onto the screen to upload invoices or credit notes — no need to open a separate dialog first. The Upload file flow has also been given a revised screen.

Why we built it

Dragging files straight onto the dashboard is a faster, more intuitive way to get documents into Process AI, and the refreshed upload screen makes the manual upload flow clearer.

What you'll see

• Drag-and-drop support on the invoices dashboard, for both invoices and credit notes.
• A revised screen when you click Upload file.

What's changing

You can now choose whether invoices open in a new tab or in the current one. The existing behaviour — invoices opening in the current tab — stays as the default. Switch the setting on if you'd rather have each invoice pop into its own tab.

Why we built it

People work through invoices in different ways. Some want to keep the dashboard open and open each invoice into its own tab so they can flip between them or refer back to a list. Others prefer the cleaner, single-tab flow. Making this a setting lets each user pick the pattern that fits how they work.

What you'll see

A new setting to open invoices in a new tab. Leave it off and clicking an invoice navigates in the current tab as it does today; turn it on and clicking an invoice opens it in a new tab instead.