Built for South African accountants

AI Invoice Automation for South African Accountants

Capture supplier invoices via WhatsApp, email, or upload. VendorFlow extracts the data, applies the correct VAT treatment, and posts directly into Xero or Sage — no manual capturing required.

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Works in seconds
14-day free trial
No credit card required
50+
SA accounting firms
10,000+
Invoices processed monthly
99%+
Data extraction accuracy
14 days
Free trial, no credit card

Works with your accounting software

Xero Sage WeConnectU
Why VendorFlow

Built for the Way South African Firms Actually Work

South African invoices are inconsistent. VAT treatment isn't always obvious. Clients send documents late — often by WhatsApp. VendorFlow is designed for this reality.

  • Save hours every week on invoice capture
  • Lock down recurring suppliers with rules
  • Reduce VAT errors caused by manual entry
  • Built-in controls that flag duplicates and inconsistencies
  • Cleaner ledgers with consistent allocations and descriptions
  • Scales across multiple clients with unlimited staff
  • Lets juniors capture less and reviewers review more
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VendorFlow main page showing the application workspace and invoice processing dashboard
Features

What VendorFlow Automates

Every part of the invoice workflow — from capture to posting — handled automatically, with your team in control of exceptions.

AI Invoice Capture

Reads any invoice format — PDF, image, scanned document, WhatsApp photo. Extracts supplier, date, line items, and totals with 99%+ accuracy.

Rules-Based Processing

Define per-supplier rules — account, VAT treatment, expected value range. Routine invoices post automatically. Your team only reviews exceptions.

Supplier Matching

Automatically matches invoices to known suppliers regardless of spelling variations, trading name differences, or new branch formats.

Context-Aware GL Mapping

Maps line items to GL accounts using both AI understanding of the invoice and your defined chart of accounts. Learns from your corrections over time.

SARS VAT Classification

Correctly handles standard-rated, zero-rated, and exempt items. Validates supplier VAT registration numbers and flags unregistered vendors.

Consistent Descriptions

Generates clean, standardised narrations for every transaction so your ledger is readable and audit-ready — not a jumble of supplier reference numbers.

Xero & Sage Integration

Reviewed invoices post directly into Xero or Sage via API. No CSV exports, no copy-paste, no double-capture. The ledger is always up to date.

Duplicate Protection

Checks supplier name, invoice number, and value before every post. Flags or blocks duplicates automatically — even across multiple WhatsApp submissions.

Audit Trail

Every invoice has a complete processing history — who submitted it, what the AI extracted, what rules applied, and who approved it. Ready for any review.

How it works

From WhatsApp to Xero in minutes

Set up once, then let VendorFlow handle your invoice workflow automatically — every day.

Submit invoices any way you like

Forward invoice emails, snap a photo on WhatsApp, drag and drop PDFs, or upload directly. Clients and staff can send invoices the way they already work — no new apps needed.

AI extracts, validates & categorises

VendorFlow reads every invoice, validates the supplier VAT number, matches your rules engine, and applies the correct GL account and VAT treatment — automatically.

Review exceptions, post everything else

Routine invoices post directly to Xero or Sage. Your team only reviews flagged exceptions. Cleaner ledgers, fewer errors, less time spent on capturing.

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Duplicate Protection

Every invoice is checked against supplier name, invoice number, and value before posting. No silent double-captures.

Supplier Matching

Known suppliers are matched automatically across name variations and trading name differences. No ghost entries.

Review Queue

Anything outside your rules goes into a review queue — not silently posted. Your team stays in control.

Full Audit Trail

Every invoice has a complete history: who submitted, what was extracted, which rules applied, who approved.

Built-in controls

Built-In Controls Accountants Can Rely On

Invoices don't silently duplicate, bypass controls, or overwrite data — even when clients submit via WhatsApp. VendorFlow adds a structured layer of review and validation that manual processes can't provide.

Your rules define what normal looks like. VendorFlow enforces them automatically and escalates anything that doesn't fit.

Testimonials

What Local Firms Are Saying

Used by 50+ South African accounting firms processing over 10,000 invoices every month.

Hours of weekly capture work removed
"VendorFlow has completely changed the way we process client invoices. What used to take our team hours every week now happens automatically. The WhatsApp capture is a game-changer — our clients already know how to use it."
TS
Tashary Solutions
Accounting firm, South Africa
More consistent VAT treatment across suppliers
"The VAT classification alone is worth it. We were spending too much time manually checking VAT treatments for different suppliers. VendorFlow handles it consistently and flags anything unusual for our review."
TP
TPAS
Tax & accounting practice, South Africa
Handled growing volume without adding headcount
"We manage accounts for a large number of congregations. VendorFlow lets our small team keep up with the volume without adding headcount. The duplicate detection has already saved us from several costly double-payments."
CA
Church Accounting Organisation
Non-profit accounting services, South Africa
Junior staff shifted from capture to review work
"Our junior staff used to spend most of their time on capturing. Now they spend their time reviewing exceptions and helping clients. VendorFlow has genuinely changed what our team is able to do."
CF
Centurion Accounting Firm
Multi-partner practice, Centurion
Resources

Explore the Next Step

Go deeper into industries, pricing, and practical guides

Industries

See who VendorFlow supports

Explore the accountant-first focus and the property-management workflows supported today.

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Articles

Read comparisons and guides

Browse practical content on invoice automation, VAT-sensitive workflows, and VendorFlow vs Dext.

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Pricing

Understand how pricing scales

See business, accounting, and property packages with tiered pricing and hybrid billing at higher usage.

View pricing
FAQ

Frequently Asked Questions

Answers to the questions firms ask most often about VendorFlow, pricing, VAT handling, and workflow fit.

What is VendorFlow?
VendorFlow is an AI-powered invoice automation platform built specifically for South African accountants and businesses. It captures supplier invoices via WhatsApp, email, or upload, extracts the data, applies the correct VAT treatment, and posts verified invoices directly into Xero or Sage — with no manual capturing required.
How does VendorFlow handle South African VAT?
VendorFlow applies VAT classification by analysing both the invoice content and the account it's posted to. It validates supplier VAT numbers, correctly handles standard-rated, zero-rated, and exempt items, and ensures consistent VAT treatment across clients and periods — reducing errors and SARS queries.
Can invoices be sent via WhatsApp?
Yes. VendorFlow supports invoice submission via WhatsApp, email, or direct upload. Staff can send invoices the way they already work, with no apps to install or new systems to learn. VendorFlow processes whatever format the invoice arrives in — PDF, image, or scanned document.
Does VendorFlow integrate with Xero and Sage?
Yes. VendorFlow integrates directly with Xero and Sage Accounting via API. Reviewed invoices are posted directly into your accounting system. For WeConnectU, VendorFlow offers a smart automation-based workaround and is ready to support deeper integrations as APIs become available.
How does VendorFlow prevent duplicate invoices?
VendorFlow automatically detects duplicate invoices using supplier name, invoice number, and value checks before posting. This prevents invoices from posting twice, inflating expenses, or bypassing controls — even when clients submit via WhatsApp.
What is the rules engine in VendorFlow?
The rules engine allows you to define per-supplier rules such as which account an invoice should post to, the expected VAT treatment, and value or frequency expectations. Once set, these rules are applied consistently every month. Routine invoices flow through automatically, and your team only reviews exceptions.
How many accounting firms use VendorFlow?
VendorFlow is used by 50+ South African accounting firms and businesses, processing over 10,000 invoices every month.
Is there a free trial?
Yes. VendorFlow offers a 14-day free trial with up to 25 invoice submissions and full access to all features. No credit card is required to start.
How is VendorFlow priced?
VendorFlow uses a subscription model based on invoice volume, not the number of users or companies. You can add unlimited companies and users. If you exceed your invoice limit, extra usage is billed at month-end. Plans are available for businesses, accounting firms, and property managers.
Can VendorFlow handle multiple clients and companies?
Yes. VendorFlow is designed for accounting practices managing multiple clients. You can add unlimited companies and staff users under a single subscription, with per-invoice billing that scales as your client base grows.

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