Connecting Xero to AI: open items and the chart of accounts in one question
Xero can be connected to AI. The assistant shows which sales invoices are outstanding, looks up customers and suppliers and consults the chart of accounts, and can draw up a sales invoice on request. Everything stays inside the organisation you granted the connector consent for.
Four things the assistant gets out of Xero
See what is outstanding
The assistant shows the sales invoices that belong to the question: for a given customer, over a given period, or everything not yet paid. Drafts are left out, because they do not count as an open item.
Look up customers and suppliers
Contacts in Xero hold both customers and suppliers. The assistant searches on name and shows what has been recorded for that relation, so you do not need to know how someone was spelled when they were entered.
Consult the chart of accounts
If you want to know which ledger account something belongs to, the assistant names the account with its code and its type. That saves digging through an old entry and stops anyone copying a code from memory.
Draw up a sales invoice
On request the assistant drafts a sales invoice with the customer, the lines, the date, the due date and a reference such as a project number. That touches the real ledger, so it first shows what will be written.
A picture per customer or period
By placing invoices from a period side by side the assistant answers questions such as what a customer bought over the past year, with the invoices that show it attached.
Situations where the Xero connector saves work
Finance
- Situation
- The controller wants to know which invoices are past their due date without building a report.
- What the agent does
- The assistant lists the authorised invoices that have fallen due, grouped per customer.
- Result
- A work list that is ready at the moment the question is asked.
Accountancy
- Situation
- A team member needs to know which ledger account a recurring cost belongs to.
- What the agent does
- The assistant finds the account in the chart of accounts and names its code and type.
- Result
- Posting to the right account without digging through an old entry.
Sales
- Situation
- Before a renewal an account manager wants to see what this customer was invoiced over the past year.
- What the agent does
- The assistant looks up the contact and lists that customer's invoices for the period.
- Result
- A conversation with the customer backed by figures instead of a guess from memory.
Projects
- Situation
- A finished assignment has to be invoiced with the agreed lines and the right due date.
- What the agent does
- The assistant proposes the invoice lines, adds the project number as the reference and waits for approval.
- Result
- The invoice sits in Xero the same day and the project lead retypes nothing.
Purchasing
- Situation
- Someone wants to know whether a supplier already exists before adding a new one.
- What the agent does
- The assistant searches the contacts on name and reports back what it finds.
- Result
- No duplicate suppliers in the ledger and a cleaner address book.
Getting Xero connected
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1
Grant consent in Xero
Someone with the right permissions grants the connector consent for one organisation. That consent is visible in Xero under connected apps and can be withdrawn there in a single step.
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2
Choose what opens up
You decide which parts the assistant may consult, for example the invoices and contacts but not the chart of accounts. Whatever you keep closed does not exist for it.
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3
Enable writing back separately
Drawing up a sales invoice is its own switch. Many organisations start with consulting only and turn that on once it is clear who uses the assistant and what for.
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4
Name the users and follow along
You name the roles that may use the assistant, and every action lands in the log. For a drafted invoice you can therefore see when it happened and at whose request.
Keeping a grip on who sees the books
Revenue, margins and how customers pay are not general company information. The connector is therefore kept narrow and stays fully traceable.
Where the data lives: Nederland of de EU
Consent you can withdraw
The connection runs on a consent that is visible in Xero under connected apps. Revoke it there and the connector stops immediately. IntraGPT stores no Xero password.
Only the parts you need
You can limit the connector to consulting, or even to invoices and contacts alone. Whatever is switched off cannot be reached in a conversation, not even if someone asks for it explicitly.
Traceable back to the question
Every action lands in the log. For a drafted invoice you can therefore establish when it happened and which question came before it.
On a dedicated server
The model runs on a dedicated server in the Netherlands. Figures from Xero are not sent to an American model provider and are never used for training.
The Xero connector: questions we get most
Can I connect Xero to ChatGPT?
ChatGPT has no connection to Xero, and putting ledger figures into a public chatbot is unwise. IntraGPT gives you the same way of asking questions but with a connector tied to one organisation. The assistant retrieves only what the question needs and every action lands in the log.
Does IntraGPT work with Xero?
Yes. Xero is one of the accounting packages IntraGPT handles: consulting sales invoices, contacts and the chart of accounts, and drawing up a sales invoice on request. The connection uses the official Xero integration route, tied to your organisation.
What does a Xero connector cost?
Connecting is part of the project we run together. The scope is set by the number of organisations, whether drafting is allowed and which roles may use the assistant. We map that out in a first conversation.
How long does setup take?
The consent itself is a handful of steps in Xero. After that we decide which parts open up and who may use them. The lead time depends mostly on how quickly someone with the right permissions can grant that consent.
What is the difference between a draft, an authorised and a paid invoice?
A draft can still be changed and counts towards nothing. An authorised invoice is final and stays outstanding until it is settled. A paid invoice is done. Ask about open items and the assistant looks at the authorised invoices and deliberately leaves drafts out.
Can the assistant see bank statements or purchase bills?
The connector covers sales invoices, contacts and the chart of accounts. Bank transactions and purchase bills are not part of it, so the assistant gives no answer about those from Xero. If you need that data, tell us and we will look at what adding it takes.
How does this work with several Xero organisations?
A consent belongs to one organisation. For every set of books you therefore set up a connector of its own with its own name. That is deliberate: an answer can never quietly mix figures from two ledgers, and you decide per organisation who may use it.
What if the same customer exists twice in Xero?
Then an answer about that customer can be incomplete, because the invoices hang off two different contacts. The assistant flags it when it meets several relations under the same name rather than picking one. Cleaning up stays manual work in Xero, but at least you can see that it is happening.