The Invoice represents a sales invoice you have issued to a customer (an accounts-receivable document), including its dates, reference codes, financial totals, payment status, the customer it was issued to, the line items that make up the invoice, and any attached documents. Use it to monitor what customers owe you, spot overdue or zero-tax invoices, and reconcile an invoice against its attached document.
The AI will only look back at 12 months' worth of data.
Key Properties:
SourceLink: A link to view this invoice in the source accounting system.
InvoiceDate: The document/issue date shown on the invoice. This is the primary date used for period, quarter and financial-year questions, and the field the engine filters dates on. e.g. "01/04/2023".
InvoiceDueDate: The date payment is due. An invoice is overdue when this date is in the past, AmountDue is greater than 0, and Status is "AUTHORISED". e.g. "15/04/2023".
InvoiceCreatedDate: The date the invoice record was created in the accounting system, which may differ from InvoiceDate. Prefer InvoiceDate for period reporting.
FullyPaidDate: The date the invoice was fully settled (the latest payment date), populated only once the invoice is fully paid; null while any balance is still owing. Use with InvoiceDate to measure days-to-pay.
Status: The current status of the invoice. Values are EMPTY, AUTHORISED, Credit, DELETED, DRAFT, PAID, SUBMITTED and VOIDED. AUTHORISED = approved and owing; PAID = fully settled; DRAFT = not yet approved; VOIDED/DELETED = cancelled.
Code: The invoice number/reference shown on the document. e.g. "INV-00123".
Reference: An additional free-text reference on the invoice (often a customer purchase order, contract or external reference). Distinct from the invoice number (Code) and the purchase order number. May be empty.
PurchaseOrderNumber: The purchase order number associated with this invoice, if one was supplied. Often empty.
SubTotal: Net amount of the whole invoice before tax. In the invoice's own currency. e.g. "$3000.00".
Tax: Total tax amount for the whole invoice, in the invoice's own currency. A value of 0 means no tax was charged. e.g. "$450.00".
Total: Gross total of the whole invoice including tax (SubTotal + Tax), in the invoice's own currency. Use this as the invoice value for income/sales totals. e.g. "$3450.00".
Currency: The ISO currency code the invoice is denominated in. A code different from the organisation's home currency indicates a foreign-currency invoice. e.g. "AUD".
AmountDue: Outstanding balance still owing on the invoice, in the invoice's own currency. 0 when fully paid. e.g. "$3450.00".
AmountPaid: Cash already received against the invoice. This is payments received, not the invoice value. e.g. "$10.00".
AmountCredited: Amount applied to this invoice via credit notes, in the invoice's own currency. e.g. "$200.00".
AmountRemaining: Remaining balance after payments and credits (Total - AmountPaid - AmountCredited). 0 when nothing is left to settle.
IsRepeating: True when this invoice was generated from a recurring/repeating invoice template.
OrganisationName: Display name of the organisation (the seller) that issued this invoice. e.g. "XYZ Corporation".
OrganisationLegalName: The registered legal name of the issuing organisation (the seller).
OrganisationRegistrationNumber: The company/business registration number of the issuing organisation (the seller).
OrganisationTaxNumber: The issuing organisation's own tax number (e.g. its ABN/GST/VAT number). This is the seller's number, not the customer's — for the customer's tax number use Customer.TaxNumber.
Customer: The customer this sales invoice was issued to — the accounts-receivable party who owes the organisation. May be empty if the contact is unresolved. The customer's tax number is on Customer.TaxNumber (canonical) or Customer.ContactTaxNumber (raw); OrganisationTaxNumber is the seller's own number, not the customer's.
Contact
BusinessName: The customer's name as entered in the accounting ledger. Also referred to as Customer, Contact or Vendor.
ContactTaxNumber: The customer's tax number (ABN/VAT/GST etc.) exactly as entered in the ledger. This is the value to validate for data-entry errors (blank, malformed or invalid numbers).
TaxNumber: The customer's canonical tax number as matched against the external business registry. Empty when no registry match was found. Use as the authoritative identifier, not for data-entry validation.
CompanyNumber: The customer's company/registration number (e.g. ACN, Companies House number) as held in the ledger. Distinct from the tax number.
ContactStatus: The customer's status in the accounting ledger. Values: ACTIVE, ARCHIVED, GDPRREQUEST. Distinct from the registry status (BusinessRegistrationStatus).
ContactType: Whether the contact is a Customer, Supplier, Both or Unknown. Use the receivable fields for customers and the payable fields for suppliers.
AccountsReceivable: Total outstanding amount owed BY this contact to you (relevant for customer contacts), in the ledger's base currency. Includes amounts not yet overdue.
AccountsReceivableOverdue: The portion of accounts receivable that is past its due date (for customer contacts). Use this for receivable-overdue detection.
AccountsPayable: Total outstanding amount you owe TO this contact (relevant for supplier contacts), in the ledger's base currency. Includes amounts not yet overdue.
AccountsPayableOverdue: The portion of accounts payable that is past its due date (for supplier contacts). Use this for payable-overdue detection.
AccountsReceivableTaxType: The default tax type code applied to receivable (sales) transactions for this contact.
AccountsPayableTaxType: The default tax type code applied to payable (purchase) transactions for this contact.
BusinessPaymentTerms: The customer's default payment terms as configured in the ledger (free text, e.g. number of days or a terms description).
BusinessHasBankAccount: Whether the contact has at least one bank account recorded in the ledger (true/false).
BusinessDiscount: The customer's default discount percentage as configured in the ledger (e.g. 10 means 10%).
RegistryMatchedBusinessName: The official/legal name returned by the external business registry (ABN/ABR or equivalent) when the customer's tax number was matched. Compare against BusinessName to detect ledger-vs-registry name mismatches; empty when no registry match was found.
BusinessRegistrationStatus: The customer's registration status from the external business registry (e.g. AU "Active"/"Cancelled", GB "active"/"dissolved"). Values are registry- and country-specific; treat anything not clearly "active" as inactive. Empty when there is no registry match.
BusinessRegistrationStatusDate: The date the registration status was last recorded per the external registry. Empty when there is no registry match.
IsTaxRegistered: Whether the customer is registered for GST/VAT per the external registry. true = registered, false = not registered, empty = unknown/not checked. Do not treat empty as false.
TaxRegistrationStatusDate: The date the GST/VAT registration status was last recorded per the external registry. Empty when unknown or no registry match.
TaxRegistrationNumber: The GST/VAT registration number from the external registry (currently only populated for New Zealand contacts). For the contact's tax identifier use TaxNumber or ContactTaxNumber instead.
BankAccountDetails: The customer/contact's bank account details recorded in the ledger, as a single raw string. Empty when no bank account is on file.
PriorBankAccountDetails: The contact's prior (last-acknowledged) saved bank account, the baseline held before the current BankAccountDetails value. Compare the two to see what the account changed from.
BankAccountDetailsChanged: True when the contact's saved bank account has changed from a non-empty prior baseline (a first-time recording does not count). The bank-detail-change signal; there is no synced timestamp for when it changed.
SupplierBankMatchesActiveEmployee: True when the contact's saved bank account matches the bank account of an active payroll employee in this tenant. Treat as a flag to corroborate, not a standalone finding.
SupplierNameMatchesActiveEmployee: True when the contact's ledger name matches the full name of an active payroll employee in this tenant. A weaker corroborator than SupplierBankMatchesActiveEmployee.
UnappliedCreditTotal: Total unapplied (open) credit available against this contact, in the ledger base currency. A positive value while a balance is owing indicates unused credit that could be applied.
UnappliedCreditCount: Number of open (unallocated) credit notes held against this contact. Pairs with UnappliedCreditTotal; 0 when none.
SupplierStreetAddress: The contact's street (postal) address recorded in the ledger, as a single concatenated raw string. Empty when no street address is on file.
MultiCodedCount: The number of distinct account codes this contact has been coded to across its transactions. A high value can indicate inconsistent account coding.
AccountNames: Names of the ledger account(s) this contact transacts against (free text; may contain multiple comma-separated names).
LastActivity: The date of the contact's most recent activity in the ledger (e.g. last transaction or update). This is the last time the contact transacted — it is NOT when the contact was created.
CreatedDate: The date this contact was first recorded in XBert. Use this — not LastActivity — for "new/recently created contact" logic; treat empty as unknown.
Lines: A list of invoice line items detailing the individual charges.
InvoiceLine
LineItemDescription: Free-text description of what this invoice line is for.
LineItemQuantity: Quantity of units on this line. e.g. "10".
LineItemUnitAmount: Price per single unit on this line, before tax. e.g. "$300.00".
LineItemSubTotal: Net amount for this line before tax (typically LineItemQuantity × LineItemUnitAmount).
LineItemTaxAmount: Tax amount charged on this line. 0 means no tax was applied.
LineItemTotalAmount: Gross total for this line including tax (LineItemSubTotal + LineItemTaxAmount).
LineItemTaxType: The line's tax-type as a bare code string (e.g. "GST", "VAT", "NONE"). Compare its value against the tax types configured for the tenant.
TaxRate: The effective tax rate as a percentage applied to this line, e.g. 10.0 means 10%, 0 means zero-rated. Not a fraction.
LineItemTaxTreatment: How the line price relates to tax. Values are "Inclusive" (price includes tax), "Exclusive" (tax added on top) or "Unknown".
AccountClassification: The chart-of-accounts classification of the account this line posts to, e.g. "Income"/"Revenue"/"Sales" for revenue lines or "Expense" for expense lines.
AccountType: The account type/category this line posts to, e.g. "Office Expense". Free text from the chart of accounts.
AccountCode: The chart-of-accounts account code this line posts to.
AccountName: The chart-of-accounts account name this line posts to, e.g. "Office Supplies".
TrackingCategories: Tracking categories (e.g. region, department) tagged against this line.
TrackingCategoryItem
TrackingCategoryName: The name of the tracking category, e.g. "Region".
TrackingCategoryOption: The option selected within the tracking category, e.g. "North".
Attachments: A list of documents attached to the invoice, with the details extracted from each document.
XDIAttachment
OriginalFileName: The original file name of the attachment.
IssueDate: The document/issue date extracted from the attachment.
DueDate: The due date extracted from the attachment.
PaymentDate: The payment date extracted from the attachment.
Code: A document code extracted from the attachment.
DocumentType: The document type extracted from the attachment (e.g. "Invoice", "Statement").
ReferenceNumber: The reference/invoice number extracted from the attachment.
CurrencyCode: The currency code extracted from the attachment. Compare against the invoice's Currency to detect a mismatch.
Subtotal: The pre-tax subtotal extracted from the attachment.
TaxAmount: The tax amount extracted from the attachment.
TaxAmountType: The tax type extracted from the attachment.
FreightAmount: Any freight/shipping amount extracted from the attachment.
TotalAmount: The total amount extracted from the attachment. Compare against the invoice's Total to detect a mismatch.
AmountDue: The amount due extracted from the attachment.
AmountPaid: The amount paid extracted from the attachment.
AmountCredited: The amount credited extracted from the attachment.
SupplierName: The supplier/sender name extracted from the attachment.
SupplierAddress: The supplier address extracted from the attachment.
SupplierTaxNumber: The supplier tax number (e.g. ABN) extracted from the attachment.
SupplierTaxNumberType: The type of supplier tax number extracted (e.g. "ABN").
SupplierARN: The supplier ARN extracted from the attachment.
SupplierPhoneNumber: The supplier phone number extracted from the attachment.
SupplierEmail: The supplier email extracted from the attachment.
SupplierWebsite: The supplier website extracted from the attachment.
SupplierCountryCode: The supplier country code extracted from the attachment.
OwnerName: The owner/recipient name extracted from the attachment.
OwnerAddress: The owner/recipient address extracted from the attachment.
OwnerTaxNumber: The owner/recipient tax number extracted from the attachment.
OwnerTaxNumberType: The type of owner tax number extracted.
OwnerCountryCode: The owner/recipient country code extracted from the attachment.
BranchNumber: The bank branch number extracted from the attachment.
AccountNumber: The bank account number extracted from the attachment.
AccountHolder: The bank account holder name extracted from the attachment.
DocumentDescription: A description of the document extracted from the attachment.
DocumentSummary: A summary of the document extracted from the attachment.
WordCount: The word count of the extracted document text.
SupplierAddressObject: The supplier address extracted from the attachment as structured address lines (AddressLine1–4, City, Region, Postcode, Country).
Lines: The individual line items extracted from the attachment.
XDIAttachmentLines
Description: The description of the attachment line.
UnitCost: The unit cost of the attachment line.
Quantity: The quantity of the attachment line.
AmountPayable: The amount payable for the attachment line.
TaxPayable: The tax payable for the attachment line.
TaxAmountType: The tax type for the attachment line.
📝 Example Alerts
Identify invoices with a status of 'Authorised' and a due date exceeding 30 days past the invoice date.
Alert me when an invoice is overdue and the amount owing is greater than $500.
Alert me when a customer has no sales invoices for 2 consecutive days.
Alert me to any invoice that is not AUD and has GST > 0 on the invoice.
Alert me where the currency on the invoice is different to the attachment currency.
Let me know when the total on the invoice is not the same as the total on the attachment.