Can you automate Xero or MYOB for an accounting practice?

Often, subject to the exact product, plan, API and permissions. Common workflows include source document extraction, reconciliation triage, onboarding and reporting preparation. Our Xero and MYOB service pages explain the platform context; the final integration and data location are confirmed during scope.

Do we need an AI policy for our accounting firm?

A written policy is a practical way to define approved tools, permitted information, required review and ownership. The AI policy and register templates provide starting points, but the practice should adapt them to its obligations and verify current requirements with the Tax Practitioners Board or its professional advisers.

Do you work with practices outside Perth?

Yes. Discovery, scoping, delivery, training and support can be conducted remotely for practices across Australia. Perth practices also have the option of in-person working sessions where useful.

Accounting & bookkeeping | Australia

AI for accountants and bookkeepers in Australia

For practices connecting Xero and MYOB workflows, source documents, client onboarding and reporting preparation without weakening professional review. Client information, tool approval and lodgement sign off are designed as part of the workflow, not added afterwards.

Free 30 min consult Explore Xero automation

AI can extract, flag and prepare. Your registered agents and accountants still make the calls on professional judgement, client advice, calculations, AML/KYC decisions and lodgement approval.

Suggested starting point: A reconciliation queue your team can review
Scope to agree: A scoped reconciliation workflow with source links, exception rules and accountant approval.
What you bring: Your practice lead, a redacted example and the Xero or MYOB product you use.
Commercial model: Scope and price agreed before paid workHow pricing works

What we build

Xero and MYOB workflows with review gates left intact

We focus on repeated, reviewable practice work and keep the ledger, practice system and responsible professional as the sources of truth.

A practical starting point

A reconciliation queue your team can review

Start with one ledger workflow where staff spend time finding the transactions that need attention. Confirm the source records and review rules before connecting systems.

What stays with your team

Your accountant or registered agent still approves advice, professional determinations and lodgements. Client information stays in approved systems.

Illustrative workflow

Reconciliation review queue

Source record: A transaction is linked to its invoice or statement.
Staff can open the original before relying on an extracted field.
Exception: A missing document or mismatch is separated from routine items.
A bookkeeper confirms the reason and decides what needs investigation.
Approval: The proposed correction stays in the review queue.
Your responsible professional signs off before the approved next step.

Illustrative example, not a client result. The final scope depends on your systems and requirements.

Primary build

Document & practice workflow automation

Document extraction from Dext, PDF or email
Bank reconciliation triage
Client onboarding workflow
BAS and reporting preparation
Practice knowledge search
Client email drafting

Reconciliation

Bank rec and transaction triage

Flag unmatched or unusual items for staff to confirm, correct or investigate rather than making an accounting decision automatically.

Documents

Source document extraction

Extract selected invoice, receipt and statement fields into a structured draft with source and confidence available for review.

Onboarding

Client intake & onboarding

Coordinate forms, AML/KYC evidence collection, engagement records and practice system updates without automating the determination itself.

Reporting

BAS & reporting preparation

Prepare summaries and client facing commentary from approved information for the accountant to reconcile and sign off.

Enablement

Training for accounting teams

Practical training on approved tools, client data rules, public tool risks and required review before advice or lodgement.

Client experience

What clients say about working with us

These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as accounting industry case studies.

No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for.

Blake GoodDirector, Good DesignsRead the full client feedback

Talk through a starting point

The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.

Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.

Free 30 min consult

Operating context

How the work fits your business

Explore the work, the systems involved and the decisions your team keeps.

Where time disappearsIf fee earners are re-keying information into Xero or MYOB, the practice has a workflow problem

Source documents, reconciliation exceptions, onboarding records and reporting preparation often repeat the same client information across separate tools.

Documents

Invoices and statements are re-keyed

Staff move information from PDFs, email and capture tools into structured ledger or workpaper formats.

Reconciliation

Every row is inspected to find a small exception set

Unmatched or unusual transactions are difficult to separate from routine items before professional review.

Onboarding

Client and AML/KYC information moves through email

Forms, evidence, engagement records and practice management updates become separate administrative steps.

Reporting

BAS and management reporting preparation begins manually

Approved ledger information, commentary and supporting evidence are assembled before an agent can review the work.

Professional boundaryAutomate the preparation, not the professional judgement

The boundary is documented in the workflow and staff guidance so a convenient tool does not quietly become an unapproved decision maker.

Suitable assistance

Extract selected fields from source documents with the source visible
Flag reconciliation exceptions for staff review
Prepare onboarding, report and correspondence drafts
Search approved internal practice material within access rules

Keep with registered staff

Provide unreviewed tax or financial advice to a client
Make AML/KYC, superannuation or other professional determinations
Send or lodge generated output without sign off from registered staff
Place client financial or identity information into an unsuitable public tool

Practice stackXero, MYOB and the tools the practice already uses

We name these systems because practices use them. Not every one connects the same way, so we confirm what your plan and permissions allow before scoping.

Ledger: Xero or MYOB AccountRight / Business
Approved document, reconciliation and reporting events can support a controlled practice workflow.
Document capture: Dext, AutoEntry or email ingest
Source files remain linked to extracted fields so staff can verify the draft.
Payroll: Xero Payroll, MYOB Payroll or KeyPay
Any payroll workflow is scoped around permissions, calculation ownership and required review.
Practice management: Karbon, Xero Practice Manager or Ignition
Client, task and engagement status stay centred on the practice system.
Communication: Outlook, Gmail or client portals
Drafts and follow up retain approval, recipient and record requirements.
Storage: SharePoint, Google Drive or FYI
Search and document workflows preserve repository access and version context.

GovernanceAI policy and client data rules for the practice

The Tax Practitioners Board remains the primary source for current registered agent requirements. An internal policy and register can make approved tools, permitted information, ownership and review expectations explicit.

Policy

Approved tools, data and review

Adapt the Australian AI policy template to the practice's roles, information classes and approval points.

A live record of AI use

Use the AI register template to record tools, owners, data, purpose and current review status.

Training

Role based practice guidance

Teach accountants, bookkeepers and administration staff what is approved, what is restricted and how generated output is checked.

Partnerships

Referral and joint delivery context

Practices exploring referral or joint delivery arrangements can review the partners page.

Delivery detailsLocation, systems and practical fit

Delivery: Australia-wide
Discovery, build, training and support can be delivered remotely.
On site option: Perth
In person working sessions can be arranged across the metro area.
Ledger connection: API verifiedproposed
Product, plan, permission and endpoint fit are confirmed before scope.
Professional boundary: Agent sign offproposed
Advice and lodgements stay with your registered agent or accountant.

How we work

A practical engagement for accountants & bookkeepers

We work with your team on the workflow. Your qualified people still make the professional decisions.

Trace one reconciliation
We follow a redacted transaction from its source document through the ledger and staff review.
Confirm access and rules
We check the product, permissions and exception rules, then agree the scope and price before build.
Test with your practice
Your team checks matched, missing and unusual records before the workflow can affect live work.
Hand over the queue
We document the review steps and support arrangements so your practice knows what to do when an item fails.

Related capabilities

Services that support this work

Selected for client data, professional review and the controls around regulated work.

Compare engagement models Broader professional services

Practical details

Questions about accountants & bookkeepers

Practical answers about confidentiality, review, delivery and professional responsibility.

Start with high repetition tasks where staff can verify the source and output. Selected document extraction, reconciliation flagging, correspondence drafts and approved practice knowledge search are good starting points. Classify client information, approve suitable tools and require review from registered staff before advice, a client communication or a lodgement.

Client financial, identity or other confidential information should not enter a tool whose contract, settings, access, retention or data use terms are unsuitable. Unreviewed tax advice, AML/KYC determinations, superannuation decisions and other work requiring professional judgement should stay with registered staff. Vendor terms vary, so assess the exact service rather than relying only on its brand name.

Start with a reviewable task

Find your first safe accounting automation

Bring the document, reconciliation, onboarding or reporting step that creates the most re-entry. We will map the practice system, client data boundary and professional sign off around it.