The AI invoice assistance built for South African Accountants
The AI invoice assistance built for South African Accountants
VendorFlow helps South African accountants and bookkeepers eliminate manual invoice processing without losing control.
We automate invoice capture, supplier matching, VAT classification, and posting — using a combination of accountant-defined rules and AI — so you spend less time capturing and fixing, and more time reviewing, advising, and growing your practice.
VendorFlow helps South African accountants and bookkeepers eliminate manual invoice processing without losing control.
We automate invoice capture, supplier matching, VAT classification, and posting — using a combination of accountant-defined rules and AI — so you spend less time capturing and fixing, and more time reviewing, advising, and growing your practice.
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.
Invoices can be sent via WhatsApp, email, or upload. From there, VendorFlow extracts, validates, applies rules, classifies, and prepares invoices for posting — with accountant-level logic you can trust.
AI where it helps. Rules where it matters.
Not every invoice needs “intelligence”.
Recurring suppliers should behave predictably.
Random invoices should be reviewed carefully.
VendorFlow combines rules and AI so that:
predictable invoices stay predictable
exceptions are clearly flagged
nothing slips through silently
This allows firms to automate confidently without compromising audit discipline.
What VendorFlow Automates
Invoice Capture That Understands SA Suppliers
VendorFlow reads supplier invoices and extracts:
Supplier name and VAT number
Invoice number and date
VAT, zero-rated and exempt amounts
Totals and line items
Rules Based Supplier Processing
For recurring suppliers, VendorFlow allows you to define rules per supplier, such as:
Which account the invoice must post to
Expected VAT treatment
Value or frequency expectations
Once set, these rules are applied consistently, month after month. Routine invoices flow through cleanly, and your team only spends time on the invoices that actually require judgement.
Intelligent Supplier Matching
VendorFlow matches invoices to existing suppliers automatically, helping you:
- Avoid duplicate supplier creation
- Maintain clean supplier master files
- Improve audit trails
Context Aware Account Mapping
- Supplier history
- Prior postings
- Invoice wording and structure
This reduces mistakes and rework at review stage, especially on one off or unusual invoices.
VAT Classification Designed for SA Accounting
VAT is applied by analysing both:
- The invoice content
- The account it’s posted to
This ensures more consistent VAT treatment across clients and periods.
Proper Invoice Descriptions
VendorFlow creates clear, meaningful invoice descriptions directly from invoice content, improving:
- Financial statement quality
- Audit readiness
- Reviewer confidence
Why South African Accountants Choose VendorFlow
Why South African Accountants Choose VendorFlow
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 and add unlimited staff
Lets juniors capture less and reviewers review more
Seamless Integration with Accounting Software
Seamless Integration with Accounting Software
Seamlessly integrate with Xero, Sage, and other platforms—VendorFlow automatically posts verified invoices directly into your system
Built in controls accountants can rely on
Invoices don’t silently duplicate, bypass controls, or overwrite data, even when clients submit via WhatsApp.
It includes audit-level checks that run automatically:
How It Works
How It Works
01
Collect Invoices
Collect Invoices
Send supplier invoices via WhatsApp, email, or direct upload
02
Rules + AI Processing
Rules + AI Processing
VendorFlow applies supplier rules first, then uses AI to classify and validate exceptions.
03
Seamless Publishing
Reviewed invoices are posted directly into your accounting system.
What Local Firms Are Saying
“What we like most about VendorFlow is the level of control it gives us. Recurring suppliers are locked down with rules, duplicates are caught automatically, and nothing posts without being reviewed, unless we want it to. It feels like the system is working with our processes, not forcing us to change them.”
Tashary Solutions
“VendorFlow has been a game changer for us. With our previous software, publishing invoices into the accounting system could take hours, which just doesn’t work when you receive large volumes at month end. VendorFlow is almost instantaneous. Combined with the rules engine, all our recurring invoices flow straight through, and we only need to review the exceptions. It’s made month end significantly easier.”
TPAS
Finance team, Church organisation
“VendorFlow is far more affordable than the software we were using before, and it’s delivering better results. The system is intuitive, easy for our team to use, and our clients love the WhatsApp upload option. It’s simplified invoice capture for everyone involved.”
Accounting Firm, Centurion
Upcoming Features
Featured Articles
How Invoice Automation with VendorFlow Can Transform Your Business
How Invoice Automation with VendorFlow Can Transform Your Business
Discover how VendorFlow's invoice automation features can simplify your invoice management process. Learn how automating data entry, approval workflows, and accounting integration can save time, reduce errors, and scale effortlessly for businesses and accountants alike.
Read more
How AI Can Solve VAT Allocation Errors for Accountants
VAT allocation is one of the most time consuming and error prone tasks in bookkeeping. Whether it’s missing VAT classifications, incorrect zero-rating applications, or handling mixed VAT invoices, these errors cost businesses money and create compliance risks.
For many accountants, manually reviewing VAT allocations is a tedious and repetitive process. But what if AI could handle it for you?
Read more