DEMO — Riverstone Group: OCR Invoice Capture & Xero Automation

Project overview

About the project

Riverstone Group runs a portfolio of restaurants, cafes, and bars across Auckland, receiving thousands of supplier invoices a month on paper, PDF, and email. Their accounts team was manually typing every bill into Xero and chasing credit notes by hand. We built a document-intelligence pipeline that reads each invoice with OCR, extracts line items, matches them against purchase orders and delivery dockets, posts the bill into Xero, and reconciles supplier credit notes automatically — flagging only genuine exceptions for a human. Month-end stopped being a bottleneck.

The challenge

With 11 venues, Riverstone's two-person accounts team was drowning in 3,000+ supplier invoices a month. Each bill was hand-keyed into Xero, GST and GL codes were guessed under time pressure, and credit notes for returned or spoiled stock were routinely missed — money quietly left on the table. Month-end took a week and errors only surfaced at review. Generic receipt-scanning apps could read a total but could not match line items to orders or handle credit notes across venues.