An Australian bookkeeping consultancy removes duplicate data entry across Xero and WorkflowMax — halving processing time on complex, multi-job invoices for its engineering and manufacturing clients.
At a glance: 50–60% reduction in AP processing time · 6 → 3 hrs on a complex invoice run · No re-entry — one capture across Xero & WorkflowMax
- Role: Founder & Chief of Financial Clarity
- Industry: Bookkeeping & Financial Systems Consultancy
- Location: Australia (fully remote)
- Team Size: Small specialist team (Clarity Co-Pilots)
Founded in 2009, innocentric is a specialised bookkeeping consultancy and registered BAS Agent practice working with established Australian businesses in the $1M–$10M revenue range. Rather than focusing on transactional bookkeeping, innocentric operates as a Financial Operating System designer and operator — designing, building, running and optimising the financial systems businesses rely on. For clients running high volumes of jobs and purchase orders, accounts payable was one of the most time-consuming and error-prone parts of that system, and EzzyBills is where innocentric fixed it.
Q: Would you recommend EzzyBills?
“For bookkeeping practices and businesses managing high AP volumes, EzzyBills removes one of the most time-consuming and error-prone parts of the workflow.”
– Founder & Chief of Financial Clarity, innocentric
How did innocentric manage AP before using EzzyBills?
Before EzzyBills, accounts payable processing was highly manual and time-intensive. For clients in hydraulic engineering and manufacturing, supplier invoices were received and held in Xero, then each line item was manually re-entered into WorkflowMax purchase orders, with cost prices keyed in by hand. Data had to be checked and balanced across both systems, and approvals were completed twice — once in WorkflowMax and again in Xero. For businesses running multiple jobs and purchase orders at once, this created a bottleneck that simply wasn’t scalable.
How did you hear about us? Why did you choose EzzyBills?
innocentric discovered EzzyBills through WorkflowMax and quickly identified it as the solution to a critical workflow problem. The deciding factors were accurate multi-PO matching across jobs, the elimination of duplicate data entry across Xero and WorkflowMax, and strong alignment with job-costing workflows in engineering and manufacturing. Being able to remove repetitive, error-prone processes made the decision straightforward.
What was the implementation experience like?
The onboarding process was smooth and low-friction. Setup was intuitive for bookkeeping professionals, integration with Xero was clean and reliable, and the supplier-invoice “learning” — the AI training — happened faster than expected. The WorkflowMax integration required some configuration for job coding, but was well supported throughout. The training sessions EzzyBills delivered were practical and valuable, and easy to reuse internally across the team.
What features and benefits stand out?
High AI extraction accuracy. Supplier invoices are captured and coded accurately after a short learning period, significantly reducing review workload.
Seamless workflow integration. Bills can be emailed directly into the system, fitting naturally into existing processes.
Strong job-costing support. For engineering and manufacturing clients, costs flow automatically to the correct jobs, eliminating manual allocation.
Intuitive interface. The team processes across multiple client files without friction.
What benefits have you seen?
innocentric has seen a 50–60% reduction in AP processing time, with the biggest gains on the most complex invoices — one run that previously took around six hours now takes around three. The time saved is redirected to review and quality assurance, management reporting, and delivering higher-value client insights.
What was the reaction from your team?
The transition was straightforward for innocentric’s Clarity Co-Pilots: a minimal learning curve, an immediate reduction in repetitive data entry, and greater focus on accuracy, exceptions and advisory work. High-quality training and support from the EzzyBills team, combined with the system’s reliability, helped build trust quickly.
How would you rate our team’s support and assistance?
10 out of 10. EzzyBills’ support stands out for being responsive and accessible, practical and solution-focused, and aligned with the needs of bookkeepers and advisors — especially valuable for a practice implementing systems on behalf of its clients.
Q: Final thoughts?
“It’s a tool that earns its place by making complex processes simpler and more reliable.”
– Founder & Chief of Financial Clarity, innocentric
Key Features and Benefits
Single-capture AP across Xero and WorkflowMax with multi-PO job matching. EzzyBills captures supplier invoices once, matches lines accurately across multiple purchase orders and jobs, and flows costs to the correct jobs automatically — removing the duplicate data entry and double approvals that previously spanned WorkflowMax and Xero.
Results
- Faster processing: 50–60% reduction in AP processing time, roughly 6 hours down to 3 on complex runs.
- No duplicate entry: invoices captured once instead of re-keyed across two systems.
- Accurate job costing: costs allocated to the right jobs automatically for engineering and manufacturing clients.
- Higher-value time: hours redirected to QA, reporting and advisory work.
- Scales across clients: one intuitive process the team runs across multiple client files.
Conclusion
EzzyBills aligns closely with innocentric’s philosophy of delivering confidence, control and clarity to business owners. It integrates cleanly with Xero and WorkflowMax, reduces operational friction, and improves the flow of financial data — turning a manual, double-handled AP process into a single, scalable one, and cutting processing time by up to 60% along the way.
About EzzyBills
EzzyBills is a leading business and financial data automation platform that simplifies accounts payable and expense management. With seamless integrations and AI-driven data extraction, EzzyBills empowers businesses to save time, reduce errors, and strengthen their financial operations.
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