Briefcase

February 10, 2026 Posted by Helen Delbridge

Two people in a modern office, one in a dark suit pointing at a laptop screen, and the other in a yellow shirt smiling.

We have recently introduced a new software within our business services department called Briefcase. We’ve been really impressed with it and can offer the software to our clients. If you are a client of Wellden Turnbull you will benefit from preferential rates.

Briefcase is an invoice/receipt capture software, a bit like Dext/Hubdoc/Autoentry, but uses AI to improve its accuracy. Rather than typing your invoices out in Xero, and attaching a pdf of the bill, you send them a copy of the invoice by WhatsApp or forward them to a unique email address. It does a lot of the hard work for you!

Why we like it:

It’s very good at putting a description of the invoice into Xero; no more blank descriptions in your reports. It uses AI to read what you have actually purchased, and suggest a Xero category, rather than just relying on where it was posted last time. It learns how you like things processed as you use it, without having to set up complicated rules. This makes invoices like ones from Amazon, a lot easier to post, when you could be buying things from multiple categories.
It’ll flag if a transaction looks like a duplicate, helping reduce the risk of double paying your suppliers. It’ll also look for transactions already posted in Xero, and if other invoices from the same supplier etc have been posted differently (such as to a different code), it’ll allow you to bulk correct it in Xero via Briefcase.
It will also analyse the VAT treatment of the purchase invoices, and allocate it based on HMRC legislation, helping to reduce the risk of errors in your VAT returns.
It will also automatically publish purchase invoices to Xero for you where it has sufficient confidence in the accuracy of its data extraction.
You’ll have a pdf of the document attached to your bill/invoice on Xero, making finding copies of documents very quick and easy.
It identifies purchase invoices which are prepayments, such as rent invoices or annual insurances and schedules the prepayments for you, and posts these into Xero.
You don’t need an extra app on your phone, if you want to capture receipts on the go, you just WhatsApp them a photograph of the receipt.
If you have a dedicated email address where your suppliers send your purchase invoices to (for example suppliers@yourcompany.co.uk), you can set up a rule to automatically forward all emails straight to Briefcase, and it’ll filter out the irrelevant bits, meaning you don’t even have to think about getting the documents into Briefcase.
It works well with ApprovalMax (https://approvalmax.com/), a website that allows you to organise e-approvals of your purchase invoices from different people in your business, before it goes on to Xero. If you don’t want to use ApprovalMax, you can set the purchase invoices to be posted to Xero as ‘awaiting approval’, instead of ‘awaiting payment, meaning they won’t actually hit your purchase ledger until they’ve been fully authorised by you.

If you are interested in finding out more, the website is https://www.briefcase.so/.

Please do get in touch if you are interested.