Built for the people
processing the volume.
Your job is about to change. Mostly for the better.
You drag PDFs off email. You match them to POs by hand. You catch the ones that don't match. You push the rest to Xero or MYOB. It's volume work, it's slow, and most of it is the same task ten thousand times. Deep Space's Invoice Inbox reads the PDF, matches it to the PO and the subcontract, and flags the exceptions. You stop reconciling. You start exception-reporting.
What your day actually looks like
You're the gateway between the supplier email box and the accounting system. Volume is your job. Accuracy is the bar.
number, find the right sub
You're not the decision-maker. You're the processor. Every invoice has to land in the right account, against the right job, with the right tax treatment. The bar is zero errors at speed.
"If our people can become exception reporters, picking up the 4 percent of things that don't align, that's a better use of their cognitive power than 100 percent of the reconciliation by hand."
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What you're dealing with
Most of your day is the same task done over and over. Not because the work is hard, but because nothing is connected.
The supplier didn't put the PO on the invoice. You're searching the email chain for context. Twenty minutes per invoice, twenty times a day, looking for something the supplier could have included.
Five lines on the invoice. Three on the PO. You're chasing the CA to confirm what was actually delivered. Sometimes you wait two days for an answer.
Some are GST inclusive. Some are GST exclusive. Some have a mix. Some you self-bill (RCTI in Australia, BCTI in New Zealand). You catch it most of the time.
Three days every month. Just statements. Just matching. The same statement format from the same supplier, reconciled by hand every cycle.
How Deep Space helps the accounts team
The platform reads the invoice. The platform matches the PO. The platform flags the exception. You focus on the 4 percent that needs a human.
Invoice Inbox
Invoices arrive via email. The platform reads the PDF, extracts the line items, identifies the supplier and the PO. You see the result, not the document.
Email forwarding straight to the Invoice Inbox- PDF line items extracted automatically (no manual data entry)
- Supplier matched against the project subcontract or PO
- Invoice metadata (date, total, GST, due date) parsed
- Original PDF stored against the record for audit
Outlook drag-and-drop into an accounting folder, the manual open-and-read on every PDF, the typing of line items into Xero by hand.
Auto PO Matching
Invoice lines matched against the PO and subcontract. Variances calculated. Lines that match push through without intervention.
- Three-way match: invoice, PO, goods receipt (where applicable)
- Line-item variance surfaced (qty, rate, total)
- Subcontract claims matched against certified work
- GST treatment validated per supplier and per project
- Match confidence score so you know what to trust
Manual line-by-line matching against the PO, the spreadsheet that tracks 'invoiced but not yet matched' status, the variance question to the CA.
Exception Flagging and Routing
What doesn't match. What needs a human. What needs the CA, the QS, or the Financial Controller to decide. Routed to the right person, not just to your inbox.
- Exceptions categorised: missing PO, quantity variance, rate variance, GST issue
- Routing rules per exception type (CA, QS, or FC)
- Approval thresholds applied automatically
- Resolution timeline tracked so nothing sits forever
- Audit trail on every exception (who flagged, who resolved, what changed)
Emails to the CA asking for confirmation, exceptions sitting in your inbox for weeks, the 'is this paid yet' question with no good answer.
Self-Billed Tax Invoice Generation
When the builder generates the tax invoice on behalf of the sub (RCTI in Australia, BCTI in New Zealand), the platform builds it with the right GST treatment. Every time.
- Tax invoice (RCTI in AU, BCTI in NZ) generated from the certified claim
- GST treatment driven by the supplier's registration and the contract terms
- Retention applied gross or net per the head contract rules
- Audit trail attached to every invoice
- BAS-ready and GST-return-ready exports
Word tax invoice templates filled in by hand, the GST mistake found at BAS time, the dispute when the sub gets the wrong invoice.
Xero and MYOB Sync
Matched invoices push to the accounting system automatically. Exceptions stay in Deep Space until resolved. The ledger only sees clean data.
- Bidirectional Xero and MYOB sync
- Matched invoices push automatically, with the audit trail attached
- Payment runs initiated from Deep Space, executed in the accounting system
- Statement reconciliation automated against supplier balances
- Sync errors surfaced immediately, not at month-end
The manual export–import cycle, the statement reconciliation week, the trial balance variance that appears the day before the auditor arrives.
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Used by accounts teams at ANZ commercial builders.
Mid-tier commercial builders processing between 200 and 2000 invoices a month. AP and AR teams of one to five.
Accounts Payable Administrator, ANZ builder
Accounts Administrator, AU commercial builder
Accounts Lead, NZ commercial builder
From manual to live.
Thirty minutes, no install. We'll show you a real invoice landing in the Invoice Inbox, being read, being matched, and routing to the right person for exception handling.
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