Purchase ledger automation the practice runs end to end across every client book.
Let AI Agent run your purchase ledger
Capture invoices
"Capture last week's supplier invoices for this client from the practice mailbox and shared folders. Pull PDFs, email-body invoices and statement attachments from Gmail and the client folder on Google Drive, extract supplier, VAT number, net, VAT, gross and due date, and flag duplicates or rectifications. If a supplier is new or the invoice format differs from prior runs, ask me whether to follow the closest template or create a new mapping. Pause before locking a new supplier template. Ask me where the practice keeps the supplier onboarding checklist if I cannot find it. Save a note for the practice manager listing captured invoices, duplicates and supplier queries."
Code purchase ledger
"Code last week's purchase ledger for this client in Xero. Apply the firm's coding rules learned from prior periods: nominal account, VAT tax code, project code, department and recoverable input split where partial exemption applies. Block entertainment and fuel where the practice's rules require it. If a supplier sits at the boundary of two nominals, ask me whether to follow the closest prior coding or open a new rule. Pause before posting any new coding rule. Save a note for the practice manager listing coded invoices, exceptions and questions for the team to clear before approvals route. Ask me where the practice keeps the client's chart of accounts notes."
Route approvals
"Route approvals for last week's coded purchase invoices for this client in QuickBooks. Apply the agreed thresholds: single approver under the limit, two approvers above, with senior sign-off for anything above the policy threshold. Send each invoice to the named approver via Slack with the document, supplier history, VAT and budget impact attached. Chase dormant approvals after the agreed waiting period. If an approver is on leave, ask me whether to switch to the delegated approver or hold. Pause before posting any invoice that fails policy. Send a Slack approvals report listing approved, pending and rejected invoices ready for payment prep."
Reconcile suppliers
"Reconcile last month's supplier statements against the purchase ledger for this client in Sage 50. Match each statement line to a posted invoice or credit note, list missing documents, identify allocated payments, and chase the supplier for anything the practice does not hold. For credit notes still outstanding, ask me whether to chase the supplier or assume a write-off after the practice's standard waiting period. Pause before writing off a balance. Save the reconciled statements and chase emails to Google Drive ready for the senior. Ask me where the practice files its supplier statement chase log."
Automated purchase ledger with AI Agents
Capture, coding, approval routing and supplier reconciliation run on every client book without staff working invoice by invoice. The AI Agents repeat the motion across the practice, which is where the up to 80% lower cost to serve per client comes from, with senior sign-off held.
AP that learns your practice's coding decisions
Generic AP automation breaks the moment two clients code the same supplier differently. Minded remembers each client's nominal mapping, VAT treatment, project codes and approval rules. The next supplier invoice arrives part-coded against the firm's prior decisions. Connect this with invoice processing with AI so capture and downstream coding run as one motion.
One AP flow across Xero, QuickBooks, Sage 50 and FreeAgent
A real practice carries clients on Xero, QuickBooks, Sage 50 and FreeAgent at the same time and the AP motion needs to run inside each one. Once approvals are clear, see vendor payments with AI and three-way match with AI for the next steps in the cycle.
How is AP automation here different from Dext, AutoEntry or Hubdoc?
Dext, AutoEntry and Hubdoc are capture tools. They extract invoice fields and post a bill into the ledger. Minded carries the invoice further: it applies the practice's coding decisions, routes approval, reconciles the supplier statement and prepares the payment run, then leaves capture to whichever tool the client prefers.
How does the agent handle the construction industry domestic reverse charge?
For invoices that fall under DRC for construction services, the agent checks the supplier's CIS status, applies the reverse-charge VAT codes in the ledger and posts the supplier invoice with output VAT declared and recovered. The team reviews any supply that sits at the edge of DRC scope before posting.
Can the agent reconcile supplier statements and pull missing credit notes?
Yes. The agent matches each line on the supplier statement against the purchase ledger, flags missing invoices, queries unallocated credit notes and chases the supplier for any document the practice does not hold. Reconciled statements are filed with the period close pack.
What approval workflows are supported across mixed client books?
Per-client approval rules are supported: thresholds by amount, supplier category and budget code, single approver and multi-approver paths, and out-of-office delegation. The agent routes each invoice to the named approver, chases dormant approvals and pauses for senior sign-off on anything outside policy.
How does the agent prepare payment runs for Bacs and Faster Payments?
The agent groups approved invoices by due date, payment method and supplier bank status, prepares the Bacs file or the Faster Payments batch, and runs the supplier bank-detail check for any recent changes before release. Final approval and submission stay with the named signatory in the practice.