Xero Expense, Bill & Invoice Approvals

  • Multi-step invoice approvals
  • Multi-step purchase order approvals
  • GRN & Receipting of Deliveries
  • Order invoice balance

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 Zahara up 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

Zahara has a great mobile app for
Orders, Approvals, GRN & Expenses

Zahara starts at $129 a month for 10 users including
250 scanned invoices

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. 

Better buying starts with Zahara …

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.


Purchase Requisition

Spend requests can be put into approvals workflows that then generate and send purchase orders.

Invoice Processing

Invoices can be received, read and routed our for approval so vendors can be paid on time with less effort


Analysing spend helps reveal wastage and improve bottom line. Zahara shows you who's spending your money

Ready to improve your
Approval Workflow?

Contact a member of our team today and see how we can
integrate you with Zahara.