Xero Expense, Bill & Invoice Approvals

Integration Type:
Full Sync
Requires On Premise Tool:
  • Automatic Invoice Reading & Routing
  • Multi-step invoice approvals
  • Multi-step purchase order approvals
  • GRN & Receipting of Deliveries
  • Order invoice balance
  • Multi-user, multi-company, all in one solution

As a Xero user you can add automation and control to your buying. Your teams can raise purchase requests that, once approved, convert to Purchase Orders and go out to suppliers automatically. You can receipt the delivery, record the invoice easily and match against the order. Any exceptions can also be sent out for approval. Then the supplier’s invoice can be pushed over to Xero where you can pay it in the usual way. Every step of the way there are controls and thought to make the buying process more secure, with increased visibility.

Zahara is perfect for controlling indirect costs. Zahara is for controlling the buying process. Different types of organisations such as leisure groups, care homes, schools, restaurant chains, construction or hospitality can benefit from Zahara. We have spent years understanding and creating functions to streamline the buying process. As a Xero user, you will find Zahara easy to integrate and sync with Xero. Zahara provides multi-step approvals processes to add control as well as advanced invoice processing to speed up the AP process.

Find out more about Xero invoice approval workflows

"You can set up Zahara yourself,
or we will do everything for you."


Built-in Xero Invoice automation with approvals

  • Email invoices into Zahara
  • Our built-in invoice OCR reads the invoices in seconds
  • Easily match invoices with Zahara orders and see the balance
  • Create multi-step invoice or purchase request approval processes
  • Easy Ad-Hoc invoice approvals
  • Approve by email, Zahara’s dashboard or mobile app
  • Receipt deliveries and snap delivery notes
  • Automatically post approved invoices into Xero
  • Run GRNI reports

Watch this explainer video to see how Zahara works

key Benefits:

Better buying starts with Zahara …

Our Xero integration allows you to instantly pull in all your suppliers, accounts codes, cost codes (tracks) and your tax codes straight into Zahara. Most importantly, you can also post your invoices from Zahara straight back to Xero fully approved. You get better buying with Zahara and Xero fused together. With Zahara you have best of breed approvals workflows together with amazing OCR invoice recognition (with line items) all included in the one application. 

Your staff can have a Zahara account and place purchase requests. These can be approved by email and the purchase order sent onto the supplier. Deliveries can then be easily receipted. Once the invoice is received into Zahara, the invoice can be matched, approved and then exported into Xero. It is only the Invoice was pass over to Xero. The most impressive part here is you can run GRNI reports and see the order invoice balance with multiple invoices recorded against the order. 


How it works – Finance team

The finance team have an immediate visual of all spend as it’s being made – even at trade counters using the Zahara mobile app. Invoice processing becomes faster and easier – invoices can be emailed directly into Zahara. There will be invoices in Zahara but not in Xero but that’s ok because you can run off reports at month end for accruals.


Projects and Jobs

Xero is used widely in job centric businesses like events. Zahara’s projects can be used for the allocation of spend for your different projects. You can create project budgets with granularity like consumables, people, and hire. Whatever you need, you can set expected spend up front and get alerted when the buyers start spending close or over the Budget limit.


How it works – coding

Zahara was designed with Xero in mind. We have all the coding you need to create invoices in Xero exactly the way you need them. We have Projects and Cost Codes which can renamed to suit and align with Tracking categories.


Mobile Buying

With Zahara’s mobile app, your buyers can buy out in the field. We have a neat solution for trade-counter purchases as well. They can generate a PO number and then photograph the collection note, so Finance have an immediate visual of expected invoices. You can also have your teams receipt deliveries by easily photographing the GRN.


Staff Expenses

Using Zahara’s mobile app and dedicated Expenses section, staff expense claims can be created together with receipt capture – and then submited for dedicated expense approvals.


Are you saying you are effectively Dext & Approval Max in one application?

Yes, pretty much. Our approvals are world-class. Multi-step with lots of conditions you can use straight out the box. Our invoice reading (AI / OCR) is again world-class, very fast and read all the line items. The main thing we can do is match invoices against purchase orders as well for faster processing


Why have I not heard of you?

Not sure, but you should have! We have been around since 2016 and have some pretty large customers like Lush and BA Holidays. We don’t do alot of roadshows or events and plaster ourselves all over the XU magazine though. But we are a great UK Based Team and very easy to talk to.


Who uses Zahara?

In the Xero world, it tends to be the bigger users. Those that require controls over the buying process because they are now experiencing rapid growth. Our customers tend to be services based or not for profits, people like constructions, charities, hospitality. No so much manufacturing and those wanting stock control.

purchase order icon

Purchase Orders

Control costs with Purchase Orders. Buy whats approved.

Approvals icon


Multi-step approval workflows mean all spend is authorised

Payments icon


Faster approved vendor
payments with less friction

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Invoice Processing

Faster invoice processing. No needles data entry.


Take Control Today

Arrange a 30-minute fast and friendly, end-to-end demonstration to see how
Zahara can help you save money and speed up existing invoice workflows