All work
PB-03 · Back Office
Velo Noord
Supplier invoices booked in 20 seconds each
E-commerce · bikes and parts
Around 1,900 supplier invoices a month were typed into Xero by hand. An agent now reads each one, matches it to the purchase order and books it, and flags only the ones that don’t add up.
20 s
per invoice · was 4 min
1,900
invoices a month
98.6%
booked without review
Spec sheet
Client
Velo Noord
Industry
E-commerce · bikes and parts
Unit
PB-03 · Back Office
Wired into
Gmail, Shopify, Xero, Google Drive
Live in
3 weeks
Year
2025
The problem
Velo Noord buys from more than 200 suppliers, and every one of them invoices in a different format. Their finance lead opened each PDF, checked it against the purchase order in Shopify and typed it into Xero line by line.
At four minutes an invoice, that was more than 120 hours a month, and the errors that slipped through only showed up at month-end, when they were slow to trace.
What we wired
An agent that watches the invoices inbox and the supplier folder in Google Drive.
Line-by-line matching against the purchase order, including partial deliveries and credit notes.
Booking straight into Xero with the right ledger codes, and a review queue for anything that doesn’t match.
What changed
Each invoice now takes about 20 seconds, and almost 99% are booked without anyone looking at them. The ones that do land in review are the ones worth a look: a price change, a missing delivery or a duplicate.
Transcript · client
2025
Month-end used to take our finance lead a full week. Last month it took a Tuesday afternoon.
Joris Bakker
COO, Velo Noord
Next build
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