Creditors Clerk

Reads the supplier invoices in your creditors mailbox and posts them to Xero as draft bills – the certain ones on its own, the rest only once the person you name approves them.

Accounts payable 2 systems From R8,500 / month Up to 500 invoices a month included

Billed in South African Rand. Prices are indicative of a typical engagement – volumes and the number of systems move them.

Hire a Creditors Clerk

What the Creditors Clerk actually does

The whole job, in the order it happens – not a feature list.

1

Collects the invoices

Reads the mail with attachments that arrived in your creditors mailbox since its last run, keeps each attachment, and works out which ones are supplier invoices. Statements, remittances and logos are left alone.

2

Reads every invoice

Extracts the supplier, invoice number, dates, currency and totals, and checks whether the invoice read cleanly.

3

Finds the supplier

Looks the supplier up in Xero by name, ignoring capitals.

4

Posts what it is certain about

An invoice that read cleanly, from a supplier already in Xero, in your currency and below your limit is posted to Xero as a DRAFT bill — so it still passes Xero's own approval before anyone can pay it.

5

Brings you the rest

Every other invoice goes to the person you name, with what it read and what it proposes. Only the invoices they approve are posted, and a new supplier is only created in Xero when its invoice is approved.

Want to try the reading part first?

The Creditors Clerk reads supplier invoices with the same extraction you can run by hand on a single document – same OCR, same checks, same structured output. It is a smaller commitment than hiring a role, and it is the same engine underneath.

Try it on one document

Its rules

What it does on its own, what waits for a named person, and what it never does. These are checked against the process it runs, not just written here.

It does on its own

  • Reads new mail with attachments in the mailbox you choose — only mail that arrived since its last run — and keeps each attachment on Automize.
  • Works out which attachments are supplier invoices and reads them.
  • Looks each supplier up in Xero.
  • Posts an invoice to Xero as a DRAFT bill on its own only when it read cleanly, the supplier is already in Xero under that name, it is in your currency and its total is below the limit you set.

Only when a named person signs off

  • Every other invoice — a new supplier, at or above your limit, another currency, or anything it could not read cleanly — goes to the person you name, and only the ones they approve are posted, as draft bills.
  • A supplier that is not in Xero is only created there when that person approves its invoice.
  • The person who signs off can never be the person who started the run.

It never

  • Pays a supplier, approves a bill for payment in Xero, or releases money.
  • Changes a supplier's bank details.
  • Deletes, moves, forwards or replies to your mail.
  • Posts the same supplier invoice number twice.

What it puts on your dashboard

A digital worker you cannot measure is one you cannot trust. Every run is logged, and the numbers below are reported without being asked for.

  • Invoices read, and the hours that would have taken a person
  • Sign-offs it raised, grouped by what they asked
  • How many invoices it posted with no person involved
  • How long an invoice waits on the person who signs off
  • Average time from a run starting to its last invoice being posted
  • Who approved each sign-off, and when

The systems it works in

2 pre-built connections, ready on day one. Where a system publishes an API, the digital worker uses it directly from the cloud.

Accounting

Xero

Xero

Where invoices arrive

Microsoft 365

Microsoft 365

And the systems with no API at all

Systems with no API — desktop Pastel, SYSPRO, a bank or portal you can only reach by signing in — are driven through their own screens by the Automize bot on your machine. That is the on-premise variant of this role and is set up with you separately; hiring installs the cloud worker described here.

This is the part a cloud-only tool cannot do. The Automize bot runs on your own machine, so anything a person can open, it can work in – the desktop accounting package, the bank portal, the supplier site with no integration.

Where it runs, and what you control

On your machine

The bot is installed where the work happens, so it can reach the systems that never got an API.

Credentials, your way

Keep passwords in the machine's own keychain, your AWS Secrets Manager, or our encrypted vault. You choose.

POPIA and GDPR by design

Client financial data is processed on your machine, and you choose what the bot sends. Our servers are in AWS Ireland.

Every step audited

Step-by-step logs, screenshots and timestamps for every run – and a record of who approved what.

How the platform is built Read the Trust Center

Questions about the Creditors Clerk

No. It posts draft bills to Xero. Approving a bill for payment and releasing money stay with your team in Xero and your bank.

It does not post it. The invoice goes to the person you named in its setup, with the document, what was read and what it proposes. They approve or reject each invoice, or the whole list at once — and it can never be the person who started the run.

The attachments it reads are stored on Automize so they can be read and shown to the approver; your Xero and Microsoft 365 sign-ins stay in their connections. Nothing is posted anywhere but Xero.

No. Every bill it posts is recorded against the supplier and invoice number, and that pair is never posted again — whether it went through on its own or was approved.

Works well alongside

Bank & Reconciliation Clerk

Matches the deposits on the bank statement you upload to the open Xero invoices they pay, and records only the payments the person you name approves.

Debtors Clerk

Reads your overdue book in Xero, prepares one reminder per customer, and sends only the reminders the person you name approves.

See all the digital workers

Put a Creditors Clerk to work in 7 days

A creditors clerk costs R20 000 – R28 000 a month, fully loaded. An offshore one costs $1 200 – $2 500 and still needs managing.

Hire a Creditors Clerk Start free See the 7-day proof-of-value