Enter new supplier bills into Xero

A draft bill with the supplier, dates, lines and VAT for each new invoice e-mail, saved after you approve it.

  • On an event: When a supplier invoice e-mail arrives
  • Asks you first

What it does

The task

Find the e-mails in my Gmail from the last 15 minutes that have a supplier invoice attached and no label 'entered'. Read each invoice: the supplier, the invoice number, the date, the due date, the lines, the VAT and the total. Check that Xero has no bill with the same supplier and invoice number. Prepare a draft bill in Xero with the PDF attached, and choose the account for each line with my rules: rules. Ask me before you save each draft. Then add the label 'entered' to the e-mail.

  • It works in Gmail and Xero, in the workspace you pick, and signs in with passwords from your Cuiar vault.
  • A routine checks every 15 minutes and acts on what is new: when a supplier invoice e-mail arrives.
  • It stops for your approval before it sends, posts, pays, books or changes a record.

What you give it

BlankWhat to giveExample
rulesWhich account to use for which supplier or itemHosting to 6510, printing to 6600, freight to 5200, others: ask me

What you get back

An example run with the example values above. Your run uses your own data.

2 invoices found

  • Cloudbase Hosting, CB-55120, 1 Nov, due 15 Nov

2,960.00 + VAT 562.40 = 3,522.40 EUR. Account: 6510 Hosting

  • Printwell, PW-0473, 31 Oct, due 30 Nov

966.39 + VAT 183.61 = 1,150.00 EUR. Account: 6600 Printing

No duplicates in Xero.

Waiting for your approval to save 2 draft bills.

Run it in Cuiar

  1. 01

    Open it

    Click Use in Cuiar on this page. The side panel opens with the task in the composer.

  2. 02

    Fill in the blank

    Type rules. Tab moves to the next blank.

  3. 03

    Run it, then repeat it

    Run sends it once. To run it when a supplier invoice e-mail arrives, make a routine on cuiar.com/routines or with the CLI below.

As a routine, from the terminal

cuiar routines create "Enter new supplier bills into Xero" --schedule "*/15 * * * *" --time-zone Europe/Berlin \
  "Find the e-mails in my Gmail from the last 15 minutes that have a supplier invoice attached and no label 'entered'. Read each invoice: the supplier, the invoice number, the date, the due date, the lines, the VAT and the total. Check that Xero has no bill with the same supplier and invoice number. Prepare a draft bill in Xero with the PDF attached, and choose the account for each line with my rules: Hosting to 6510, printing to 6600, freight to 5200, others: ask me. Ask me before you save each draft. Then add the label 'entered' to the e-mail."

Run it from your AI agent

Claude Code, Codex, Cursor and other MCP clients reach Cuiar at https://mcp.cuiar.com/mcp. Add the server one time, then ask for the task in plain words, or call create_routine yourself.

1. Add Cuiar to Claude Code

claude mcp add --transport http cuiar https://mcp.cuiar.com/mcp

2. Ask your agent

Use the Cuiar tool create_routine to run my "Enter new supplier bills into Xero" template with rules = Hosting to 6510, printing to 6600, freight to 5200, others: ask me.

Setup for other agents: AI agents.

The tool call

{
  "name": "create_routine",
  "arguments": {
    "name": "Enter new supplier bills into Xero",
    "task": "Find the e-mails in my Gmail from the last 15 minutes that have a supplier invoice attached and no label 'entered'. Read each invoice: the supplier, the invoice number, the date, the due date, the lines, the VAT and the total. Check that Xero has no bill with the same supplier and invoice number. Prepare a draft bill in Xero with the PDF attached, and choose the account for each line with my rules: Hosting to 6510, printing to 6600, freight to 5200, others: ask me. Ask me before you save each draft. Then add the label 'entered' to the e-mail.",
    "schedule": "*/15 * * * *",
    "time_zone": "Europe/Berlin"
  }
}
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