Configure Document automation safely

Overview

• The default automation mode is ALWAYS_REVIEW for both Supplier invoices and Expense receipts.
• Supplier invoice Known only automation is for already-known Supplier/Product/Ingredient mappings with established price history.
• Expense receipt Known only automation is for merchants explicitly trusted with valid Xero account mappings.
• A Business can configure a maximum automatic Supplier price-change percentage from 0–100%; the default is 10%.
• A default Xero company-card/bank account can be configured for Expense receipt automation.
• Supplier credit notes do not currently have a Known-only auto-completion mode; they remain a manual review workflow.

When to use this

• Start with Always review. Move a workflow to Known only after staff have established reliable mappings and understand what will still stop automation.

Step-by-step

1. Open Business → Documents → Automation.
2. Choose Supplier invoice mode.
3. Choose Expense receipt mode.
4. Set the maximum automatic Supplier price change.
5. Choose a default Xero Payment account if appropriate.
6. Save settings.
7. Watch Automation notes on newly received documents.

Common mistakes

• Do not interpret Known only as 'fully automatic for everything'.
• Do not increase the Supplier price-change limit merely to clear a suspicious invoice.
• Do not enable Expense automation without a working Xero connection/accounts.

Troubleshooting

• If automation did not run, check whether it already tried once; manual Retry automation can force another attempt after fixing the cause.
• If it stops safely, review the Automation note instead of repeatedly retrying without changing the underlying issue.