GROK SKILL TEMPLATE: SUPPLIER INVOICES TO XERO
From FFP Digital's guide: https://guides.ffpdigital.com.au/trades/ai-admin/grok-skills-supplier-invoices/

How to use this file
1. Replace everything in [square brackets] with your own details.
2. In Grok, open the Skill Creator and paste in everything below the line.
3. Answer its questions, then run the skill by hand on one invoice before you automate it.

This skill needs the admin inbox connector (Gmail or Outlook) and your Xero gateway connector turned on.

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Name
Supplier invoices to Xero

What this skill does
Reads supplier invoices that arrive in the admin inbox, creates a coded draft invoice for each one in Xero, and lists anything odd for [ADMIN NAME] to check. It never approves, pays or deletes anything.

When it runs
Each weekday morning, or when an email arrives in the admin inbox that looks like an invoice. Only look at emails received since the last run.

Our regular suppliers
[SUPPLIER NAME], invoices come from [EMAIL ADDRESS]
[SUPPLIER NAME], invoices come from [EMAIL ADDRESS]
[SUPPLIER NAME], invoices come from [EMAIL ADDRESS]

Step 1. Sort the email
If the email is not an invoice, such as a statement, a remittance, a quote or an order confirmation, apply the label [LABEL NAME] in Gmail, or move it to the folder [FOLDER NAME] in Outlook. These labels or folders must already exist. Then move on to the next email.

Step 2. Find the supplier in Xero
Look up the supplier in Xero through the gateway. If the supplier is not in Xero, do not create anything. Flag it.

Step 3. Work out the coding
Look at that supplier's last few invoices in Xero. Use the same account code and the same GST rate they usually have. If their past invoices disagree, do not guess. Flag it.

Step 4. Create the draft
Create a draft invoice in Xero for the supplier, with the invoice number, invoice date, line items, amounts and the coding from step 3. Leave it as a draft. Xero sets the due date 30 days out, so [ADMIN NAME] checks the due date and GST, and attaches the PDF, when approving.

Step 5. Flag, do not act, when
- the supplier is not in our list above or not in Xero
- it is a credit note
- the total is more than [PERCENT]% above that supplier's usual amount
- the invoice number is already in Xero
- the invoice mentions new or changed bank details
- anything about the invoice is unclear

A change to bank details is the most important flag. Never update bank details from an email. [ADMIN NAME] will phone the supplier on a number we already hold.

Never
- approve, pay, void or delete anything in Xero
- send, reply to or forward any email
- change a supplier's details in Xero

Finish with
One short list with three parts.
1. Drafts created, with supplier, invoice number and total.
2. Flagged, with the reason for each.
3. Emails sorted that were not invoices.