Bill Approval Desk

How this works

Vendor bill PDFs land on a Trello card → team comments to approve → match invoice # and approve in Xero (Draft / Awaiting Approval → Awaiting Payment). Edit Invoice # (e.g. team name + number); Approve writes that number to Xero. Nothing is voided or deleted. Use search, checkboxes, and bulk actions for many rows.

Trello connection

Checking…

Invoice # extraction rules (vendor regex)

Optional. When a card is from a vendor (keyword in card name / labels / attachments), use your regex to pull the invoice number. Use a capture group (...) for the number. Lower priority runs first. If no rule matches, the built-in extractor is used.

Example: vendor Aardvark, pattern INV[-\s]?(\d{4,}), sample Invoice INV-12345.pdf → extracts 12345. Or full number: (INV-\d+) → INV-12345.

On	Prio	Name	Vendor keyword	Source	Regex
Loading…

Rule name Priority (lower = first) Vendor keyword (optional) Apply to Regex pattern (use parentheses for the invoice #) Test sample text

Active

Sync list

Board List Xero organisation

0 selected

	Trello card	Invoice #	Last comment	Xero bill	Amount due	Workflow	Actions
Pick a board/list and sync.

Open Xero bills with no Trello card

Draft / Awaiting Approval / Awaiting Payment bills that did not match any synced card invoice #.

0 selected

	Bill #	Vendor	Status	Amount due	Actions
Sync to load.