Collect & Reconcile documents
Automate document collection and invoice processing to speed up month-end close. Mimo collects documents from clients, scans invoices with AI that learns from your client's Xero history, and publishes to Xero without manual re-keying.
Request and track outstanding documents
1) Access the always-on request list
Your request list includes:
Missing documents requests – automatically generated for unreconciled bank items
Recurring requests – bank statements, VAT statements, or any documents you need regularly
2) Clients upload and respond
Clients can either upload documents by reply to the email request, click a link in the request to upload directly, or sign in to Mimo (if they're a user) to access the Client Experience portal.
Scan and extract invoice information
3) Extract data automatically
When documents arrive, Scanner extracts key information instantly:
Supplier, account code, tracking category, VAT, reference, and description
Issue date, due date, and payment terms (calculates due date from terms)
Currency, net amount, tax amount, and total
Bank details where present
Line items
4) Documents are matched and flagged
Each scanned document is matched against the corresponding bank transaction. Documents are flagged with a clear status so your team knows what action is needed:
Bank Match – the document matched to a bank transaction and is ready to review
Review – Associate couldn't determine the account code or category, so your team completes it manually
5) Account codes are suggested based on history
Scanner suggests the most appropriate account code based on your client's historical coding patterns and invoice context. You review and approve rather than hunting through the chart of accounts. The more you use it, the smarter it gets, it learns from every coding decision you make.
6) Quality validation catches errors early
Scanner validates invoices mathematically and flags issues:
Flags if net + tax ≠ total
Recalculates dependent fields automatically if you edit one (like tax rate)
Matches suppliers against Xero to prevent duplicates using fuzzy matching on name, VAT, or contact details
7) Multi-line invoices are handled line-by-line
Invoices with multiple line items are extracted line-by-line. Each line gets its own account code suggestion, and you can edit, add, or remove lines before publishing. Line totals validate automatically against the invoice total.
Review and publish to your ledger
8) Review, correct, and publish
Your team reviews extracted fields and suggestions, makes corrections if needed, then publishes directly to Xero. Documents can be published as Draft, Awaiting approval, Awaiting payment, or Paid. You can also forward scanned invoices to external scanners like Dext if you prefer.
How it learns over time
Scanner learns from your client's actual Xero history, everything you've published and every journal entry you've posted. This means no supplier rules to set up or maintain. From day one, it already knows how to code invoices correctly for that client.
If an invoice covers multiple months (like annual insurance or software subscriptions), Scanner identifies it and suggests prepayment journals for your team to review. This happens as documents come in throughout the month, so you can spread month-end work instead of facing it all at once.