How Bob and Betty handle your entire accounts payable workflow

Most builders we talk to have the same question when we describe Bob and Betty: "So I just... don't do invoices anymore?" The short answer is: mostly, yes. Here's exactly what happens.

Step 1: Bob monitors your inbox

You connect your existing Gmail or Microsoft 365 inbox to Ready Team. Bob doesn't move your email or create a new inbox, he reads your existing one. The moment a supplier email arrives with an attachment, Bob checks whether it's an invoice. If it is, he extracts it and adds it to the processing queue.

Step 2: Bob reads the invoice

Bob extracts the key data: supplier name, invoice number, date, total amount, line items, and any PO references. He then checks this against your open purchase orders in Ready Team. If everything matches, it goes straight to Betty. If there's a mismatch, wrong amount, unrecognised supplier, possible duplicate, Bob flags it for your review.

Step 3: Betty codes and allocates

Betty takes each validated invoice and does the bookkeeping. She maps each line item to your chart of accounts, allocates the cost to the right job and cost category, and calculates the GST. She uses the patterns from your previous coding decisions to get smarter over time.

Step 4: You approve in one batch

You log into Ready Team (or open the app) and see a summary of everything processed. Typically a week's worth of invoices. You review the exceptions Bob flagged, check Betty's coding, and approve the batch. For most builders, this takes 8–12 minutes per week.

Step 5: Betty syncs to Xero

Once you approve, Betty pushes every bill to Xero (MYOB and QuickBooks support coming soon) as a paid supplier invoice with full line-item detail. Your job costs in Ready Team update in real time. No double entry. No re-keying. No lag.

The first week feels strange. By week three, it becomes background noise, and that's exactly what it should be.