We built this for our own books. Then for clients.
Quote-to-invoice automation. Multi-currency supplier-bill processing. Margin reconciliation across multi-deal engagements. Red Yellow Blue uses this integration in our own books every week. Everything we ship for clients, we run on ourselves first.
Why we built it for ourselves first
Our own operations are three currencies, two systems, and a lot of supplier PDFs.
Our reseller business processes GBP bills from a UK supplier weekly, and we invoice Australian and New Zealand customers in AUD and NZD respectively. Three currencies in a single deal pattern. Multi-customer reconciliation. Margin reporting that needs to be honest at the line-item level.
We could have done all of that by hand. We chose not to. A new supplier bill arrives in the inbox. Within seconds, line items are extracted by Claude, FX rate is pulled from a market feed, an AUD-converted draft is sitting in Xero with the PDF attached and the right COGS account stamped. Tom authorises in one click. Margin reconciliation runs against the matching customer invoice automatically.
Every client integration we ship has been pressure-tested against our own books first. We do not sell pattern we have not run ourselves.
What it does for clients
Three jobs the off-the-shelf connectors don’t do well.
Most businesses have a HubSpot to Xero connector running. It handles the easy case. The hard cases (foreign supplier bills, multi-currency margin, line-item-level account coding) get done by hand. That is what we replace.
We typically leave the existing connector in place where it works and add a custom layer for the workflows it does not handle. Same data model, same Xero account. Less retyping.
The three jobs
- Quote to invoice. HubSpot deal closes-won. Xero invoice draft appears with proper line items, account codes and tax types. Authorise in one click.
- Foreign supplier bills. Bill arrives in GBP, USD or NZD. Line items extracted, FX-converted to AUD, drafted into Xero with the PDF attached.
- Margin reconciliation. Multi-currency aware. Margin computed in a consistent reporting currency across the engagement.
How it’s built
Anthropic Claude for unstructured extraction. Xero API for the books. HubSpot Webhooks for triggers.
Supplier-bill PDFs are notoriously variable in layout, which is exactly the kind of unstructured-text problem Claude handles well. The Xero REST API does the bookkeeping side. HubSpot Webhooks are the trigger for the quote-to-invoice path. AWS CDK defines the entire stack so the infrastructure is reviewable. Xero OAuth is held at granular scope — only what the integration actually needs.
Clients own the code at the end. The field maps, the FX rate source and the operations playbook all live in markdown next to the code. Adding a new supplier is a documented change, not a phone call to us.
Quote-to-invoice still a manual handoff?
Thirty minutes on a call. We will walk through how we use this in our own books, and tell you what shape would fit yours.
Book a discovery callOr back to the Integrations hub · Tom Leyden · tom.leyden@redyellowblue.com.au · +61 413 432 185