Businesses on Xero or QuickBooks
Keep your Xero or QuickBooks and hand Briefcase the receipts, invoices and month-end schedules, whether it’s just you or a finance team.
Connect
Your Xero or QuickBooks, on Autopilot.
From capture to close, handled by AI. Briefcase Connect reads and codes every document, posts the month-end adjustments and builds the working papers.
The Briefcase Connect costs inbox for Harbour Lane Bakery, a business on Xero. One document is still being read, three are awaiting review, and the rest have been published to Xero, several of them by Autopilot. Each row shows the date, type, supplier, category, total, VAT rate, status and how the document arrived.
A prepayment detected from a £1,200 Hiscox insurance invoice. Briefcase has filled in the contact, description, category and dates, and built a 12-month schedule releasing £100 a month from the prepayments account to insurance. September’s journal is posted to Xero and the following months are scheduled.
The September close overview in working papers. Pending invoices, pending adjustments and the creditors and debtors review are done. In the balance sheet reconciliation, five of six accounts are reconciled to their supporting evidence, including the prepayments balance of £1,100, and VAT is still to reconcile.
From capture to close.
One system handles the paperwork, the month-end adjustments and the working papers.
- 01CaptureUpload and autopublishEvery document read, VAT-checked and coded to the right place, whether it arrives by email, WhatsApp or web upload.
- 02AdjustReal-time journalsPrepayments, accruals, deferrals and fixed assets spotted as documents arrive, with the journal posted each month.
- 03CloseWorking papersThe close built from the same data, with every balance backed by its schedule and ready to review.
A self-learning system. Briefcase learns from every document and every correction. There are no supplier rules to set up, and it gets better the more you use it.
Every document, read as it arrives.
Receipts, bills, sales invoices, credit notes and statements come in by email, WhatsApp or web upload, from you, your team or your clients. Briefcase reads every line, checks the document is legible and complete, and flags duplicates before anything is published.
- Line items extracted, up to 60 per document
- Suppliers and customers matched to your contacts
- Supplier statements reconciled against your bills
BriefcaseReceipts and invoices
Breakfast with a clientMessage
Receipt read
- Supplier
- The Daily Bean
- Date
- 12 Apr 2024
- Totalincl. 10% service charge
- £48.00
- VAT
- Not reclaimable
- Category
- Entertainment
Or forward an emailStraight to your Briefcase inbox.
Or upload filesDrag in PDFs and photos.
Drop files here, or browse
Coded and VAT-checked, line by line.
Every line gets its account, VAT treatment and tracking. There are no supplier rules to set up: Briefcase learns from the last 12 months of coding in Xero or QuickBooks and from every correction, and shows its reasoning for each decision.
- Supplier VAT numbers checked with HMRC
- VAT legislation looked up, including reverse charge
- Tracking categories in Xero and classes in QuickBooks
Every decision leaves a trail.Monthly software subscription · £72.00
- Read the invoice
A monthly subscription to software used by the business.
- Compared your previous coding
Similar purchases were coded to Computer Software.
- Checked the supplier
VAT number verified with HMRC.
Computer Software
Published on Autopilot, with guardrails.
Review and publish in a click, or turn on Autopilot. Documents that pass its checks go straight to Xero or QuickBooks. A new supplier isn’t published automatically until Briefcase is confident, and anything unusual waits for you.
- Checks against previous coding, VAT and the usual amount
- Similar lines grouped, or published line by line
- In Xero, bills can arrive awaiting approval or awaiting payment
Prepayments, spotted at capture.
When an invoice covers a future period, Briefcase recognises the prepayment as it arrives, builds the release schedule and posts the journal to Xero or QuickBooks each month. There’s no spreadsheet to keep in step with the ledger.
- Accruals for recurring costs, reversed when the bill arrives
- Deferred income recognised across the right periods
- Fixed assets added to the register and depreciated
September month-end
Studio CloudAnnual plan · Sep 2026 to Aug 2027£1,200.00net · VAT £240.00
Prepayment found· the plan covers the next 12 months£100a month for 12 monthsReady to review
SepOctNovDecJanFebMarAprMayJunJulAug
Also prepared for SeptemberAccrual · Bright EnergyExpected bill not in yet, estimated from recent bills£184.00Ready to review
Fixed assets · MacBook Pro£1,800 laptop, written down over three years£50.00Ready to review
Working papers, built as you go.
The close is built from the same documents and schedules. Every balance sheet account is matched to its supporting evidence, so the working papers are ready for a reviewer instead of being rebuilt in Excel each month.
- Pending invoices and adjustments posted before you close
- Creditors and debtors reviewed from the aged balances
- Each balance matched to its supporting schedule
- Closed periods locked and exported to Excel
Working papers are available for businesses on Xero.
The rest of the paperwork, covered.
Supplier statements
Upload a statement and Briefcase matches each line to the invoices it holds, so you can see what’s reconciled and what isn’t.
Expense and mileage claims
Staff claim on the web or by WhatsApp. Briefcase works out HMRC mileage rates and reclaimable VAT before publishing.
Sales invoices and credit notes
Captured, coded and published the same way as costs, so both sides of the ledger stay up to date.
Duplicate checks
When a document matches one Briefcase already has, it’s flagged as a duplicate before anything is published.
Trusted by UK accounting firms
Every month, Briefcase handles the paperwork for more than 6,000 UK businesses.
Accounting firms and business owners rely on it to read, code and check receipts, invoices and bank lines as they arrive.
Get started
5,200,000+
Transactions processed a year
Who is Connect for?
Accounting and bookkeeping firms
Run capture, coding and month-end across every client on Xero or QuickBooks, with each decision explained for review.
Want Briefcase as the ledger itself?
Briefcase Ledger is our own accounting system, with bank feeds, AI bank reconciliation and reports built in.
Explore Briefcase LedgerA few practical questions.
What people usually ask before they start.
More answers in the help centreDo I have to leave Xero or QuickBooks?
No. Briefcase Connect works alongside the Xero or QuickBooks you already use, for your own business or for each client. Briefcase publishes bills, sales invoices and journals to Xero or QuickBooks, and the books stay there.
Do we need to set up supplier rules?
No. Briefcase reasons from the document, the business and previous coding. When you connect a business, it learns from the last 12 months of coding in its ledger, so its suggestions improve from the next day.
Does anything publish without us seeing it?
Only if you turn on Autopilot. It publishes documents that pass its checks and holds anything uncertain for review. With Autopilot off, you review and publish each document.
Does Connect handle bank reconciliation?
No. With Connect, bank reconciliation stays in Xero or QuickBooks. Briefcase Ledger has its own bank feeds and AI bank reconciliation, if you want Briefcase to handle that too. Explore Briefcase Ledger.
How is my data kept secure?
Briefcase is ISO 27001 certified and GDPR compliant. Data is encrypted and stored in Europe. The AI providers we use process it under zero data retention, so they don’t store it or train their models on it. How we protect your information.
How much does it cost?
You can try Briefcase free for 14 days without a credit card, then choose the plan that suits you. Accounting firms with more clients pay less per client. See current plans and prices.