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Simpro to Xero integration: check every invoice, approve the odd ones

Simpro already has its own Xero integration. If it works, keep it. Invoice Check looks at the invoices going from your job software to Xero or MYOB and catches what a plain transfer does not question. It flags duplicates and mismatches. Anything odd goes into a queue, and a person approves it. Fixed price, 2–3 weeks.

A$3,900 2–3 weeks AUD, no GST charged

Get a free fit check by email Watch it run See all prices

Works with Simpro, ServiceM8 or AroFlo, and Xero or MYOB. The audit is credited in full to a build signed within 30 days.

How Invoice Check runsEach job
  1. A job closesSimpro, ServiceM8 or AroFlo
  2. Claude reads the job and the quoteAnd says what is new
  3. Rules check itDuplicates, totals, customer
  4. You approve the odd onesThe rest go straight through
  5. A draft invoice in Xero or MYOBNothing is sent until you send it

A$3,900 · 2–3 weeks

The job is closed. Is the invoice right?

A job closes in your job software. The invoice goes to Xero or MYOB. Somewhere in between, things go wrong in small ways.

  • The same job gets invoiced twice.
  • The total does not match the labour and materials on the job.
  • Extra work appears on the invoice that was never on the quote.
  • The customer on the invoice is not the customer on the job.

If the check happens late, the first person to notice may be your customer. Fixing it then costs more than catching it first.

These are checks with clear rules. That makes them a good job for automation. The judgement call, such as whether the extra work belongs on this invoice, stays with a person.

Work out what unbilled extras cost you

How the Simpro Xero integration check works

Invoice Check is one fixed-price build. It does four things. A person decides the exceptions.

  1. Reads the invoice and the job behind it.

    It compares what is going to Xero or MYOB with the record in your job software.

  2. Runs the checks you agree.

    Typical checks are listed below. The final list is written into your acceptance criteria.

  3. Puts exceptions in a queue.

    Each flagged invoice shows what looked wrong, next to the numbers.

  4. Waits for a person.

    Someone on your team approves, corrects or holds the invoice. What happens after approval is agreed in writing before the build starts. For example, a draft is created in Xero or MYOB.

Duplicate invoice checks before Xero, and other checks we agree

The list depends on the fields your software makes available.

  • Duplicate: this job already has an invoice.
  • Amounts: the invoice total matches the job's labour and materials.
  • Customer: the customer on the invoice matches the job.
  • Pricing: rates match what you agreed.
  • Tax: the tax treatment is what you expect.
  • Extra work: anything not on the quote waits for a person to include it or leave it out.

What a flagged invoice looks like

Run it, then choose what the person does. See what moves, and what waits for a person.

AI workflow · job → draft invoiceDemonstration

The quote the customer accepted. Quote 20010 to Harbour Cafe (sample): labour and materials, accepted on 2 October.

Then the job is done. Job 1042 is complete in Simpro. It looks routine.

Simpro · Quote 20010Accepted 2 Oct

Harbour Cafe (sample)

  • Labour12 h × $150$1,800.00
  • MaterialsCable and fittings$600.00
Subtotal
2,400.00
GST
240.00
Total incl. GST
$2,640.00

Simpro · Job 1042Complete

Harbour Cafe (sample)

  • Labour12 h × $150$1,800.00
  • MaterialsCable and fittings$600.00
  • Garage outletExtra fitting, added on site$180.00
Subtotal
2,580.00
GST
258.00
Total incl. GST
$2,838.00

Completed by Sam (sample) at 4:05 pm.

Claude reads both. Claude, Anthropic's AI model, turns the quote and the job into the same fields. It decides nothing.

Plain rules match them, line by line. The same checks every time. The customer, labour and materials match. One charge was never on the quote.

Read by Claude Quote 20010

Read by Claude Job 1042

Customer

Quote 20010: Harbour Cafe

Job 1042: Harbour Cafe

Labour, 12 h

Quote 20010: $1,800.00

Job 1042: $1,800.00

Materials

Quote 20010: $600.00

Job 1042: $600.00

Garage outlet

Quote 20010: Not quoted

Job 1042: $180.00

Total incl. GST

Quote 20010: $2,640.00

Job 1042: $2,838.00

  • No duplicate invoice found
  • Hours and materials match the job
  • Extra fitting is not on the quote

The difference, in dollars. The garage outlet adds $198.00 to what the customer agreed to pay.

Job 1042 against quote 20010

Quoted, incl. GST$2,640.00

+7.5%

On the job, incl. GST$2,838.00

Garage outlet, not on the quote
$180.00
GST, 10%
$18.00
More than the quote, incl. GST
$198.00

Added on site. The customer has not agreed to it on the quote.

Before anyone bills it, Claude checks with the tech. Sam did the job, so Sam knows what the customer asked for.

The office decides. You choose: approve the $180 or leave it off. Claude and the rules only bring it to you.

Messages · Job 1042

  1. Claude to Sam, the techThe $180 extra fitting on job 1042 is not on the quote. Did the customer ask for it?
  2. Sam repliedYes, an extra outlet in the garage. Photo is in the job notes.

Needs a decision Approved by the officeLeft off by the office

Add the $180 extra fitting to the invoice?

Sam confirmed it on site.

Claude drafts the email that explains the extra.The invoice goes without it. The job keeps a note. Saved in Xero, not sent: $2,838.00, with the extra fitting on its own line. Claude's email to the customer waits for Jess to send it.Saved in Xero for the quoted work, not sent: $2,640.00. A note on job 1042 keeps the $180 for a follow-up.

OutlookDraftsSimulated

Invoice INV-0427 for job 1042 Ready for you to send

From
Jess (sample), office@example.org
To
Harbour Cafe (sample), accounts@example.com

Hi Tom,

Your invoice for job 1042 is attached: $2,838.00 incl. GST.

One item was not on quote 20010: the extra outlet in the garage you asked Sam for on site. It is $180.00 plus $18.00 GST, so $198.00 more than the quote. Everything else matches the quote.

Thanks, Jess

INV-0427.pdf

Drafted by ClaudeExtra approved by Jess (sample)Not sent until Jess sends it

XeroBusiness › InvoicesSimulated

Invoice Draft

To
Harbour Cafe (sample)
Reference
Job 1042
Invoice #
INV-0427
Date
9 Oct
Due Date
23 Oct
Amounts are
Tax exclusive
DescriptionQtyPriceTax RateAmount AUD
Electrical labour12150.00GST on Income1,800.00
Materials1600.00GST on Income600.00
Extra fitting (variation)1180.00GST on Income180.00
Subtotal
2,580.00
Total GST 10%
258.00
Total
2,838.00

Draft saved in Xero (simulated). Nothing is sent to the customer until you send it.

XeroBusiness › InvoicesSimulated

Invoice Draft

To
Harbour Cafe (sample)
Reference
Job 1042
Invoice #
INV-0427
Date
9 Oct
Due Date
23 Oct
Amounts are
Tax exclusive
DescriptionQtyPriceTax RateAmount AUD
Electrical labour12150.00GST on Income1,800.00
Materials1600.00GST on Income600.00
Subtotal
2,400.00
Total GST 10%
240.00
Total
2,640.00

Draft saved in Xero (simulated) for the quoted work. The $180 extra fitting is kept for a follow-up.

SimproJobs › Job 1042 › NotesSimulated

Job 1042 · Harbour Cafe (sample) Complete

  • Jess (sample), office · 9 Oct, 4:32 pmGarage outlet, $180.00 plus GST, left off INV-0427: it was not on quote 20010. INV-0427 is drafted for the quoted $2,640.00. Agree the outlet with Harbour Cafe before it is billed.
  • Sam (sample), tech · 9 Oct, 4:05 pmJob complete. Extra outlet in the garage, asked for on site. Photo attached.

Follow up: garage outlet variation, $180.00 plus GSTAssigned to Jess (sample) · Due 16 Oct

Note drafted by ClaudeLeft off by Jess (sample)

End of the day Every closed job is checked before its draft invoice reaches Xero, whether your existing integration or the build creates it. Only the mismatches wait for you, with the tech's answer and a note from Claude.

These are demonstrations. They use sample data and simulated Claude steps. Nothing connects to your accounts, sends a message or changes a record.

Already syncing Simpro to Xero? Then the build checks those invoices instead of creating them.

Simpro, ServiceM8 or AroFlo, with Xero or MYOB

The build is the same. The connection is different for each platform, so the audit starts by checking what yours allows.

  • Simpro
  • ServiceM8
  • AroFlo

Invoice Check

  • Xero
  • MYOB
  • Already have a native connection? Simpro, for example, has its own Xero integration. If your job software already transfers invoices to Xero or MYOB, keep it. The build checks each job before its draft invoice reaches Xero or MYOB, whether your existing integration or the build creates the draft. It catches what a plain transfer does not question: the mismatches, the duplicates and the extra work.
  • Invoices not appearing in Xero? Invoice Check is not a repair for a broken connection. Start with the settings and error messages in your existing integration. If the transfer works but the invoices are wrong, that is the gap this build covers. Re-keying the same job twice is a different problem: see double data entry between job software and Xero.

Who does what. A typical split; the audit confirms yours.

What Simpro's own Xero integration does and what Invoice Check adds
StepSimpro's own Xero integrationInvoice Check
Moving jobs to XeroSimpro says it lets you "post transactions, timesheets and card file information directly from Simpro into Xero".Leaves the transfer to your integration where it already works.
Checking each invoiceMoves the record as it stands in Simpro.Checks it against the job: duplicates, totals, customer, rates and tax. Anything odd waits for a person to approve, correct or hold.
A transfer that failsIts own settings and error messages are the place to start.Not a repair for a broken connection.

Simpro's description: Xero and Simpro Integration, Simpro Marketplace, read 31 October 2026.

What I confirm in the audit

  • which job and invoice fields your software exposes
  • how customers, rates and tax are matched between the two systems
  • how duplicates are recognised
  • what your current integration already handles

Building on the Simpro API yourself? See a Simpro API worked example with n8n.

MYOB builds cost the same as Xero builds. NZ businesses are welcome. Prices are in AUD.

One price, written down

Fixed price

A$3,900

AUD, no GST charged

  1. Acceptance criteriaAgreed before I start
  2. 50% depositOf the fixed price
  3. 2–3 weeksUsual build time
  4. 50% on hand-overOf the fixed price
  5. Days of fixesAfter delivery

Not included: Software subscriptions and AI usage costs (paid by you directly and listed in the written scope). Work outside the scope is agreed in writing first. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.

Start with a free fit check by email. The next step is the A$990 Workflow Audit, credited in full to a build signed within 30 days. If it finds nothing worth building, it says so. How the audit works

When it breaks

Who is alerted
The alerts, who receives them and who is accountable are agreed before release. A failed step and a failed connection are in the test plan, with a manual fallback so the team can carry on the current way.
Who fixes it, first 30 days
I do. For 30 days after delivery I fix problems against the written acceptance criteria. It is part of every build.
After 30 days
The optional Care plan (A$350 a month) covers monitoring and fixes, with 30 days' notice to cancel. Improve and Partner include Care monitoring.
Without a plan
The workflow runs in accounts in your name, with a written hand-over another developer can follow.

A good fit, and a poor one

A good fit if

  • invoices come out of job data and someone re-checks or corrects them
  • duplicates or mismatches have reached customers or your month-end
  • extra work and variations are decided by a person case by case

A poor fit if

  • your existing integration already gives you the checks you need
  • you raise very few invoices and already check each one comfortably by eye

If you are not sure, the audit will tell you.

Chartered Accountant (CA ANZ) · MBA · Xero certified · 16 years in finance, operations and systems · Canberra, working across AU and NZ

About Renzo

The same approach runs an agentic finance system I built: 30 agents, about 10,000 automated tests, and a person approves every money decision.

Built by a Chartered Accountant who has worked inside Simpro and Xero

Renzo Demartini: Chartered Accountant (CA ANZ), MBA, Xero certified, 16 years across finance, operations and systems. Based in Canberra, working remotely across Australia and New Zealand.

Selected past work About Renzo

Questions before you build

Do I need AI if Simpro already connects to Xero?

Not necessarily. Check what your native integration does first. Invoice Check is for what sits around that connection: missing job details, extra work that needs approval and exceptions that nobody follows up. If your transfer already works, the build checks those invoices instead of creating them. Rules do the checking. AI is used only where it adds something, such as reading free-text job notes.

Why is a Simpro invoice not in Xero?

Usually the connection's settings: an account or tax code that is not mapped, a job that has not reached the status that sends it, or a customer that does not match a Xero contact. Start with the error messages in your existing integration. Invoice Check does not repair the connection, but it flags the invoices that arrive wrong.

Will it send invoices automatically?

No invoice goes out without the approval rules we agree first. Creating a draft and sending an invoice are separate decisions, and each has its own rule.

What happens to extra work that is not on the quote?

It waits. A person decides whether it belongs on this invoice. Keeping it out leaves the base scope ready to go.

Does it work with MYOB, QuickBooks, ServiceM8, AroFlo, BUZ Software or Workshop Software?

Yes, in the sense that the build is offered for those platforms. MYOB costs the same as Xero, and I have done MYOB client work. I check the available connections and fields for your setup in the audit. My published case studies so far are on Xero and Simpro.

What access do you need?

The audit is a read-only review, and we agree the access with you before work starts. Please do not send passwords or confidential records through the enquiry form. How enquiries are handled

Can I work out the time saved?

Take your weekly invoice count and the minutes each one takes you to check. That is your own estimate. I have not measured a saving for this build, so I do not publish one. Keep hours and dollars apart: hours are time your office gets back, dollars are extras billed or errors caught. Hours saved and dollars saved are counted apart. Beside them are the running costs: optional support from A$350 a month, and software and AI usage paid to the providers. Running costs (software and AI usage) are estimated in your audit, before you commit to a build.

Find out if Invoice Check is worth it for you

A free fit check by email first. The A$990 Workflow Audit is the next step, credited to your build.

Get a free fit check by email The next step after the fit check: the A$990 Workflow Audit

Get a free fit check by email

Send the form with your software, the workflow, your team size and your timing. I reply by email, usually with a question or two, and tell you whether it's a fit. No call needed. If it is, the next step is the A$990 Workflow Audit.

Sending saves your details in HubSpot so I can reply. No mailing list. No payment is taken. How your enquiry is handled.