# Accounts payable review desk for supplier portal invoices

> See every invoice your browser agents downloaded, read the PDF beside the extracted details, and file it to Xero as a draft bill in one click.

- Workflow type: app
- Services: Browser Use Cloud, Xero
- Categories: Finance, Operations
- Published: 2026-08-14

## What it does

- Puts every invoice and statement your browser agents downloaded into one inbox, grouped by supplier, with the oldest unfiled documents at the top.
- Shows the actual PDF beside the supplier, invoice number, date and amount that were read off it, so you can check and correct the details before filing.
- Flags documents that are already in Xero and matches each file to the right supplier contact, so nothing gets entered twice.
- Files an approved document into Xero as a draft bill, and keeps a record of what was filed, skipped or dismissed, by whom and when.

## What you'll need

- A Browser Use Cloud account with saved logins for the supplier portals you collect invoices from.
- A Xero organisation you can create draft bills in.
- The supplier portal addresses you want an on demand fetch button for.

## Prompt

I want an accounts payable review desk for the supplier invoices and statements our browser agents pull out of vendor portals. This is the human counterpart to our scheduled overnight fetch, so the job here is reviewing, correcting, de-duplicating and deciding rather than retrieval. The finance person should have one screen where they can actually look at each document before anything hits the books.

The main view is an inbox of every file the agents have downloaded. Read recent agent sessions with the Browser Use Cloud List Browser Downloads operation, and read the persistent file store with List Workspace Files. Request both with includeUrls set to true so each file comes back with a presigned download URL. Those URLs are short lived, so fetch them at render time when a document is listed or opened, and never cache them in the app database. If no workspace is configured yet, create one with Create Workspace and store its id in app settings.

Selecting a document opens a review pane with a PDF preview on one side and the extracted details on the other: supplier, invoice number, invoice date and amount. Every extracted field is editable so the finance person can correct a bad read before filing.

Before filing, check Xero. Use List Invoices scoped to supplier bills to flag any document that is already in the books, matching on supplier plus invoice number and amount, and show that flag directly on the inbox row. Use List Contacts to match each document to the right supplier contact, and use Get Contact and Get Invoice to pull full detail when someone opens a match. If no contact matches confidently, let the person pick one from a searchable list.

An Approve button files the document with Create Invoices as a draft bill, meaning an accounts payable invoice in draft status, so a human still authorises the payment inside Xero. The app must never mark anything as paid or approved for payment.

Each supplier group has a Fetch now button for the case where someone is chasing a bill that never arrived. It dispatches Run Agent Task against that supplier's portal, then polls Get Session until the session leaves the running state, shows progress in the UI while it works, and refreshes the inbox with whatever new files landed.

Keep filed, skipped and duplicate documents visible rather than hiding them. Store per document status, who actioned it, when, the matched supplier contact and the extracted field values. Duplicates are dismissible in a single click, which marks them dismissed with the actor and timestamp attached. Give the inbox filters or tabs for Unfiled, Filed, Skipped and Duplicates.

Group the inbox by supplier and surface the oldest unfiled documents first, so the bills that have been sitting longest are what the finance person sees when they open the app.

## How to customize

- Change how documents are grouped and sorted, for example newest first or by amount instead of oldest unfiled first.
- Adjust how strictly a document is called a duplicate, from an exact invoice number and amount match to a looser supplier and date match.
- Decide which suppliers get an on demand fetch button and what the agent is told to look for in each portal.

## FAQ

### Does this pay any bills automatically?

No. Everything is filed into Xero as a draft bill, so a person still approves and pays it inside Xero. The app never marks anything as paid.

### What happens if the same invoice gets downloaded twice?

The app checks your Xero bills before you file anything and flags a document that is already in the books. You can dismiss a duplicate in one click, and it stays visible in the duplicates list with your name and the time on it.

### Can I get a bill that never showed up without waiting for the next scheduled run?

Yes. Each supplier has a fetch button that sends a browser agent into that portal straight away and refreshes the inbox with whatever it finds.

### Do I still need an overnight collection running as well?

They work well together. An overnight run does the routine collecting, and this app is where a person reviews, corrects and files what came in. You can also use the app on its own and fetch on demand.

### Can I see the original document, not just the numbers?

Yes. Every document opens with a preview of the file itself next to the details that were read off it, and you can correct any detail before filing.

Use this prompt in General Input: https://www.generalinput.com/prompts/accounts-payable-review-desk-for-supplier-portal-invoices