xpnAi ·
Create intercompany transfers with bill/invoice pairs
Use xpnAi to prepare a linked sales invoice and supplier bill across two Xero organisations, with matching charges and a reviewable approval process.
Use case
One group company pays for shared services and needs to recharge another. You want a sales invoice in the charging company's Xero file and a corresponding supplier bill in the receiving company's file, with a common reference for reconciliation.
Introduction
For this workflow, an intercompany transfer means a recharge recorded through a bill/invoice pair. The charging organisation raises the sales invoice; the receiving organisation records the supplier bill. Creating the documents does not move cash or settle either balance.
Both Xero organisations must be connected and selected in your xpnAi Workspace. Your assistant needs the optional permission to create draft bills and sales invoices, which is separate from draft-journal access. Each organisation also needs an existing active contact representing the other entity, suitable accounts and tax codes, and the document currency enabled in Xero.
xpnAi saves the pair as one invoice plan for review. It can use confirmed account and contact roles, but you should check the resolved choices before approval. Recharge income and expense accounts serve a different purpose from intercompany loan accounts. The bill, invoice and recharge guide covers setup and supported options.
Prompts
This example recharges shared IT costs. Replace the organisation names, references and illustrative amounts with your own agreed allocation.
1. Confirm the entities and charge
Use xpnAi's intercompany recharge guidance for [Workspace].
[Charging organisation] is recharging [receiving organisation]
for September shared IT costs: AUD 700 for hosting and
AUD 300 for software, both excluding tax.
Confirm both Xero organisations are connected and selected.
Check existing invoice plans for business reference IT-2026-09
before preparing anything new.
Find the customer contact in the charging organisation and
the supplier contact in the receiving organisation.
Use confirmed account and contact roles where available.
Show ambiguous matches or missing contacts for me to resolve.2. Preview the linked invoice and bill
Prepare one intercompany recharge plan with a sales invoice
in [charging organisation] and a corresponding supplier bill
in [receiving organisation]. Use reference IT-2026-09,
document date 24 September 2026 and due date 24 October 2026.
Use AUD as the transaction currency on both documents.
Keep hosting and software as separate corresponding lines.
Confirm each organisation's own accounts, tax codes and tracking.
Do not assume the recharge is tax-free; ask me to resolve
any uncertain tax treatment before completing the proposal.
Show both contacts, dates, line descriptions, accounts, taxes,
tracking, currencies, subtotals and totals. If a document needs
base-currency conversion, show its rate, source, date and direction.
Explain any difference between the two gross totals.
Keep the plan as a proposal until I approve the exact revision.If the receiving company needs its bill in a different transaction currency, request that before approving:
Revise the proposed pair so the invoice remains in AUD
and the bill uses NZD. Confirm NZD is enabled for the bill.
Look up the recharge rate for the document date and show
its source and direction as NZD per AUD.
If no rate is available, ask me for an agreed rate and source.
Show each converted bill line rounded to two decimals,
each organisation's separately calculated tax and the totals.
Distinguish the recharge rate from any base-currency conversion.
Show the revised proposal for fresh approval.3. Save the approved pair as drafts
After reviewing both sides of the plan:
I approve invoice plan [plan ID], revision [revision],
exactly as previewed. Save both documents as Xero drafts.
Do not authorise, email or pay either document.
Return each organisation, document reference, verified Xero
link and creation status. If one side fails, keep the successful
side and report what remains within this same plan.
For an uncertain outcome, inspect and reconcile the actual
Xero document before retrying. Do not create a replacement pair.Output
Expect a linked proposal with a sales invoice on one side and a supplier bill on the other. The underlying charges should reconcile, while local taxes can make the gross totals differ. Rates are fixed in the proposal; future-dated documents require explicit rates rather than an automatic lookup.
After approval, inspect the pair under Journal & invoice plans > Bills & invoices and review each draft in Xero. The two documents are saved separately: one can succeed while the other needs attention. Check both statuses before treating the pair as complete. Authorisation and settlement remain separate steps in Xero.
For more consistent account choices across the group, see aligning your chart of accounts across multiple Xero files.