Smart Bookkeeping

Guides

Ask about your Xero data

Get straightforward answers about invoices, balances, reports and connected companies. Attachments on these emails are evidence only—not filed.

How this works. Email the assistant address you received when you signed up — for example name@smartbookkeeping.uk. If you have only one company connected, you can leave the company name out. If you have more than one, put the company name in the subject so your assistant knows which Xero organisation to use. Everything is created as a draft in Xero until you approve it.

Why / when to use this

Use an email when you need a quick answer from live Xero data without opening and filtering every report yourself.

How to do it

  • Has invoice 154344 been paid?
  • Is this already in Xero? + PDF
  • Show unpaid invoices for Example Co Limited
  • Send profit and loss for last accounting year (optional property name exactly as in Xero)
  • Balance sheet / what is the loan balance
  • Email me the chart of accounts as a PDF
  • Which companies do I have?
  • Send me last month’s rental statement PDFs → you will be told to download them from Xero.

What happens next

An email answer, sometimes with a PDF. This is not a replacement for Xero reports you run yourself.

Example — what you send

Example email to your Smart Bookkeeping address asking about spending, turnover, rental income, unpaid invoices, profit and loss, balance sheet, rules, chart of accounts, and users.
Email your assistant with a question — spending, reports, invoice status, rules, chart of accounts, and similar. Name the company in the subject if you have more than one.

Example — what your AI replies

Example of the reply your Smart Bookkeeping AI sends: a cleaning spend total for the reporting year and an attached Profit and Loss PDF.
A short answer in the email, plus a profit and loss PDF when a report helps.

Example

Has this been paid? Attach: invoice.pdf

If something goes wrong

Unknown property names fail rather than guess. “Last year” and “last accounting year” both mean the most recently completed reporting year (6 April to 5 April). You can also ask by month — for example “last month” or “March 2025”. She can email a new profit and loss or chart of accounts PDF from live Xero data. She cannot re-send the original receipt or statement you filed earlier — open that document in Xero and download the attachment there.