AI for Xero, Sage and QuickBooks

Xero, Sage and QuickBooks now come with AI built in: JAX in Xero, Sage Copilot in Sage and Intuit's AI agents in QuickBooks. Softomate helps UK businesses use that AI properly and safely, then automates the gaps it cannot reach, such as invoices arriving by email, approvals and links to your CRM. A person stays in charge of anything that touches money. We are independent experts, not a reseller or partner of any of these vendors.

Xero, Sage and QuickBooksHuman approval on moneyIndependent advice

Last checked: 21 October 2026

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Overview

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01. What we do

What can AI do for your accounts team?

Most finance admin is the same tasks every week. AI can take the repetitive part, while your team keeps the decisions.

Invoice and receipt capture

Read supplier invoices and receipts from email or uploads, pull out the details and prepare the bill for review, instead of typing it in.

See how it works

Bank reconciliation help

Suggest matches between bank lines and invoices, so your team reviews and confirms instead of searching.

See how it works

Chasing and follow-ups

Draft polite payment reminders based on each customer's history, ready for someone to check and send.

How we keep it safe

Month-end and reporting

Pull figures together, explain changes in plain English and prepare a first draft for your accountant or finance lead.

Read the FAQs

Which businesses is this for?

It suits UK SMEs that run their accounts on Xero, Sage 50, Sage 200, Sage Intacct or QuickBooks, and whose team still spends hours on data entry, matching and chasing.

If you run Business Central or NetSuite, the same approach applies, so ask us. If you are still deciding where AI fits overall, start with AI consultancy.

02. How it works

How does a finance AI project run?

1. Map the weekly admin

We sit with whoever does the bookkeeping, list the repetitive tasks and time them. We pick two or three that are frequent and low risk.

2. Switch on what you already pay for

We check which AI features your Xero, Sage or QuickBooks plan already includes, turn on the useful ones and train your team to use them well.

3. Automate the gaps

Where the built-in AI stops, we connect the missing steps, for example invoices arriving in a shared inbox, approval routing or links to your CRM.

4. Keep a person in charge

Anything that changes the books, pays a supplier or emails a customer goes to a named person for approval first.

5. Review every month

We check time saved and error rates, then adjust or stop anything that is not earning its place.

Xero: getting value from JAX safely

JAX is Xero's AI assistant, which Xero describes as powered by Anthropic's Claude. It is aimed at tasks such as capturing documents, reconciling and chasing payments. We help you decide which tasks to hand to it, set the review steps and train your team.

Where a job crosses systems, such as an enquiry in your CRM becoming a quote and then an invoice, we connect Xero to the other tools you use.

Sage: Sage Copilot, and connecting Sage 50, 200 and Intacct

Sage Copilot is Sage's AI assistant. What it can do depends on your Sage product and plan, so we check that first and switch on the parts that help.

Many Sage businesses also need things Sage does not do on its own: reading supplier invoices from email, approvals, or passing data between Sage and a CRM or stock system. We build and support those links.

QuickBooks: Intuit's AI agents, with your rules

Intuit has launched AI agents for UK QuickBooks customers, for tasks such as bookkeeping and categorisation, with each task shown for review before it is finalised. We help you decide what to let them do, check the results and train your team.

We also connect QuickBooks to your other systems where the built-in agents stop.

What this looks like in practice

A UK wholesale distributor was re-keying sales orders from Outlook into Sage 50 at every month-end: about 30 hours of the finance manager's time, with errors on about 4% of lines. In that case the right answer was one connected system instead of more add-ons, and order-to-dispatch time fell by 41%. We will tell you just as honestly when your current software is enough. Read the case study.

A UK fintech ran seven tools that did not talk to each other, including Xero and HubSpot. We connected them through one integration layer, so new customer events flowed to each system instead of being re-entered by hand. Read the case study.

Client names are kept confidential.

How do you keep AI safe around money?

Finance is where AI mistakes cost the most, so the rules come first. A person approves anything that pays, posts or promises. Staff know which AI tools are approved and what must never be pasted into them. Access follows your existing permissions.

This supports your accountant and your own controls. It does not replace them, and we do not promise compliance with any regulation.

03. Costs and scope

How is it priced?

We scope the work after a free discovery call and give you a fixed price in writing before anything starts. Software subscriptions stay with your vendor and are not part of our fee.

Discovery work is priced on the AI consultancy page.

04. FAQs

What do finance teams ask?

Does Xero have AI?

Yes. Xero's AI assistant is called JAX, and Xero has been adding features such as document capture, reconciliation help and payment follow-ups. What you can use depends on your plan and region, so we check your subscription before recommending anything.

What is Sage Copilot?

Sage Copilot is Sage's built-in AI assistant. What it can do depends on your Sage product and plan. We check your setup, switch on the useful parts and train your team to use them safely.

Can AI work with Sage 50 or Sage 200?

Yes, through integration. Where Sage's own AI does not cover a task, such as reading invoices from a shared inbox or syncing with a CRM, we connect Sage to your other tools and keep a person approving anything that changes the books.

Does QuickBooks have AI agents in the UK?

Yes. Intuit has launched AI agents for UK QuickBooks customers, for tasks such as bookkeeping and categorisation. Their work appears for review before it is finalised. We help you decide what to hand over and how to check it.

Will AI make mistakes in our accounts?

It can, which is why nothing that changes the books or moves money happens without a person approving it. We set those checks up first and review accuracy every month.

Do we need to change accounting software?

Usually not. Most businesses get more from the software they already have. We will tell you honestly if a switch would genuinely help.

Are you a Xero, Sage or Intuit partner?

No. We are independent experts, so our advice is about what fits your business, not what we resell.

Where should you go next?

These pages cover the connected decisions.

Platform references

Vendor documentation explains individual features. Your proposal sets out how they are configured, tested and supported in your business.

Speak with Deen Dayal Yadav, founder of Softomate Solutions, about where your team is with AI today. Our team is based in Stanmore, London, with delivery across the UK.

Talk to Softomate about this or call 07442 569900.