VendorFlow AI features and pricing (October 2026)

VendorFlow is invoice automation software for South African accounting firms and businesses. It reads supplier invoices with AI, applies SARS VAT rules and posts the entries to Xero or Sage, priced by invoice volume.

Invoices arrive through WhatsApp, email, PDF, photos or scans. VendorFlow extracts supplier data, maps general ledger accounts, applies VAT classifications, writes consistent transaction narrations and keeps an audit trail, then posts through direct APIs to Xero and Sage. For property managers it supports WeConnectU through an automated workaround. VendorFlow (Pty) Ltd is South African and states that more than 50 accounting firms use it, processing over 10,000 invoices per month.

Pricing depends on invoice volume, not on users, and includes unlimited companies and staff accounts.

• Reads invoices from any channelVendorFlow extracts supplier details, amounts and line data from invoices sent by WhatsApp, email, PDF, photo or scan. The vendor states an extraction accuracy of over 99 percent. Bookkeepers stop retyping invoices and review captured data instead.
• Recognizes suppliers and maps accountsThe system matches suppliers even when names are spelled differently and maps each invoice to a general ledger account based on context and per-supplier rules. Postings stay consistent across clients and periods, which reduces corrections at month end.
• Applies SARS VAT treatmentVendorFlow validates supplier VAT registration numbers and classifies invoices as standard-rated, zero-rated or exempt. Accounting firms get more consistent VAT treatment across clients, which the vendor links to fewer SARS queries.
• Catches duplicate invoicesDuplicate detection compares supplier name, invoice number and value before posting. Finance teams avoid paying or booking the same invoice twice, and every step stays traceable in the audit log.

• Accepts invoices sent by WhatsApp in addition to email, PDF and scans.
• Priced by invoice volume with unlimited users and companies, starting at R75 per month.
• Posts directly to Xero and Sage Cloud Accounting through their APIs.

VendorFlow is a South African Pty Ltd, applies VAT under SARS rules and cites more than 50 South African accounting firms as customers.

VendorFlow is built for South African VAT rules and for Xero or Sage, so it suits firms with South African entities on one of those systems. The privacy policy follows POPIA but names neither a hosting location nor subprocessors, and security certifications and a data processing agreement were not published at our check in September 2026; ask for them. Clarify whether prices include VAT and how overage invoices are billed.

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