Supplier invoice automation UK practices can run beyond capture, all the way to ready-to-post.
Let AI Agent run your invoice processing
Code invoices
"Code last week's supplier invoices for this client in Xero. Read the inbound mail in Gmail, extract supplier, VAT number, net, VAT, gross and due date. Apply the practice's coding policy and the client's prior corrections from last quarter's close. If a coding rule is missing, ask me whether to follow last week's pattern or to open a fresh rule. Ask me for an example of the firm's coding policy if a supplier is new to the client. Pause and wait for approval before posting any new coding rule. Save a note for the practice manager listing coded invoices, questionable items and missing-field queries for the team to clear before the supplier validation pass."
Validate suppliers
"Validate supplier fiscal details on last week's invoices for this client in QuickBooks. Check the supplier VAT number against the HMRC VAT checker and the prior history, verify the VAT codes and the reverse-charge flag for in-scope supplies, and check the supplier's CIS status where construction-related. If a VAT number does not validate or the supplier sits outside the prior pattern, ask me whether to block the supplier or to mark for senior review. Do not change a supplier's VAT status without my sign-off. Ask me where the practice keeps the supplier onboarding evidence. Save a note for the practice manager listing compliant, queried and blocked suppliers for review."
Detect duplicates
"Run duplicate, rectification and credit-note detection across last week's supplier invoices for this client in Sage 50. Compare invoice number, supplier, amount, date and prior reference. Distinguish a formal credit note (linked to the original invoice) from a true duplicate. If a match is ambiguous, ask me whether to prioritise invoice number, amount or value date. Pause before marking any invoice as a duplicate in the ledger. Ask me for an example of how the practice marks credit notes if I cannot infer the pattern. Save the duplicates list with the decision per invoice to Google Drive ready for senior review and supplier chase."
Prepare batch
"Prepare the supplier invoice batch ready for posting to the ledger for this client in FreeAgent. Confirm every invoice carries the supporting document, the validated supplier details, the agreed coding, the VAT codes and the DRC flag where applicable. For invoices that fall under the construction industry domestic reverse charge, separate them into a sub-batch and confirm the supplier CIS status. If a required field is missing, ask me before adding the invoice to the batch. Pause and wait for senior approval before releasing the batch to the ledger. Ask me where the practice files the period batch evidence. Save the batch and supporting documents to Google Drive."
Automated invoice processing with AI Agents
Capture, OCR fixes, supplier matching, coding and approval routing stop running on staff one invoice at a time. The AI Agents repeat the motion across every book, which delivers up to 80% lower cost to serve per client, with manager review held on policy breaks.
Capture that learns your practice's coding style
OCR-based invoice tools apply generic templates per supplier. The agent here remembers corrections per client: nominal accounts, VAT treatment, recurring deductions and exceptions learned over time. The next invoice from the same supplier arrives coded the way the firm codes it. Tie this to AP automation with AI and the wider purchase-ledger cycle for the next stage of the motion.
One capture surface for Xero, QuickBooks, Sage 50 and FreeAgent
A real practice carries clients on Xero, QuickBooks, Sage 50 and FreeAgent without notice. Capture has to write to the right ledger without doubling the rules per system. See three-way match with AI for the next stage of the AP cycle and GL coding with AI for the underlying coding decisions.
How does this differ if we already use Dext, AutoEntry or Hubdoc?
Minded can sit on top of an existing capture tool. It does not stop at field extraction: it checks the supplier, VAT number, VAT codes, DRC application, duplicates and prior coding decisions, so the invoice lands ready to post or pre-coded for senior review rather than as a raw read.
Can the agent capture invoices from mailbox and shared folders?
Yes. The agent pulls invoices from practice and client mailboxes, attachments and shared document folders, classifies received, issued, rectifications and duplicates, and prepares the workflow per client. That helps when the practice receives mixed documents from many clients and needs to sort the period before posting.
How does it validate VAT numbers, VAT codes and DRC before posting?
The agent checks the supplier VAT number against the HMRC VAT number checker and the prior history, validates the VAT codes against the supplier history and the sector rules, and applies DRC where the supply qualifies. Any inconsistency is flagged before posting and traced for senior review.
Does it support Xero, QuickBooks, Sage 50 and FreeAgent?
Yes. Minded is designed for the mixed book a UK practice typically runs. The agent prepares the data, the bill posting and the supporting documents in whichever ledger the client uses. The same coding policy and validation rules apply across every system the practice manages.
What does it add for MTD VAT and the digital audit trail?
Minded keeps the digital link between source document and the VAT account intact: each invoice carries the supplier evidence, the validation result and the coding decision through to the ledger. That supports MTD VAT requirements and gives the practice a single audit trail per client.