Xero Data Entry Automation

Stop manually entering recurring data into Xero.

JournalFlow automates recurring Xero data entry from invoices, reports, spreadsheets and other business documents.

Show us the work you repeat

Swift sets up and supports the automation. You keep sending the documents, reports or spreadsheets you already use.

Three ways to start

What do you enter into Xero again and again?

Start with the documents, reports or spreadsheets you already use today.

Invoices & business documents

Use invoices and other business documents to create the Xero entries you need.

Explore invoices & documents

Reports from business systems

Turn recurring reports from the systems you already use into Xero entries.

Explore reports from business systems

Bookkeeping spreadsheets, summaries & adjustments

Turn recurring bookkeeping spreadsheets, summaries and adjustments into Xero entries.

Explore spreadsheets & adjustments

Built around the Xero result

The source file does not have to look like the final Xero entry.

Once set up, JournalFlow uses the information in the file to create the Xero result you need.

Source formats can include PDFs, Excel workbooks, CSV files and HTML pages.

Combine numbers or apply agreed calculations
Split amounts between Xero accounts or tracking categories
Use information in the file to choose the right account or type of Xero entry
Create and apply payments when the source includes what is needed

The Processing Receipt

See what happened with the work you sent.

JournalFlow emails a Processing Receipt after processing so you can quickly see what happened. It can go back to the sender and other email addresses you choose.

What happened to each file
Xero records created, with links where available
Files already processed or kept as source evidence
Anything that needs attention

Built-in safeguards

Keep routine work moving without guessing.

You can send multiple files in one email. JournalFlow handles each file according to its setup, keeps unrelated work separate, and can combine related files when they belong together.

Duplicate protection: if the exact same previously processed file is sent again, JournalFlow can skip it instead of creating the Xero entry again — even if the filename changed.
Keep the source: source and supporting files can be kept in Xero Files and attached to records JournalFlow creates, according to the attachment setup.
When something changes: if required information is missing or a file no longer fits the setup, JournalFlow stops that work and tells you instead of guessing.

A newly generated file may be treated as different even when the visible information looks similar.

How Xero data entry automation starts

Show Swift the recurring work. Test the result. Then make it routine.

Already doing the entry manually? Show Swift what you create today. Not sure how it should be recorded? Swift can work through that with you and the person responsible for the accounting.

1
Show us the source and the Xero result.
Send or show Swift a recent document, report, spreadsheet or summary and, if you have one, the Xero entry you create from it.
2
We set it up and test it together.
Swift sets up the calculations, accounts, tracking and Xero records, then runs sample files in a separate Xero organization — usually a trial. You get access to review the results, and we make sure the automation is working as expected before any live work is sent.
3
Keep using the normal source files.
Once the setup is agreed, keep sending the recurring documents, reports or spreadsheets. Review the Processing Receipt, and Swift supports the automation if something changes.

See JournalFlow in action

Three working Xero automation examples.

These examples are under Reports from Business Systems. They show what JournalFlow can do, not the limit of where it can be used.

Point-of-Sale (POS) & Daily Sales

See a Squirrel POS-style sample based on the structure of a real Gross Transactions Report (CR 120), creating the Invoice, Credit Note and Payments needed to settle the day in Xero.

See the POS / daily sales example

Inventory / Cost of Goods Sold (COGS)

See an Optimum Control-style COGS sample based on a Sales Mix - Category Summary report, combining related files into one balanced Xero manual journal.

See the COGS example

Hotel / Property Management System (PMS)

See an Opera PMS-style hotel sample based on the structure of a real Trial Balance report, creating related Xero records with agreed accounts, tracking and settlement.

See the Hotel / PMS example

Live JournalFlow demonstration

Considering JournalFlow for your business?

If JournalFlow looks like a fit, Swift can walk you through a 30-minute live demo using sample business reports, show the Xero records they create, and talk through how your recurring work could fit.

Request a 30-minute demo