---
title: "AI Agent: What is the Xero Manager and How Do You Use It?"
last_updated: "2026-04-22T11:02:26.846Z"
category: "AI Agents"
canonical_url: "https://maybeclients.com/h/maybe-help-centre/ai-agent-what-is-the-xero-manager-and-how-do-you-use-it"
help_centre: "Maybe* Help Centre"
---

# AI Agent: What is the Xero Manager and How Do You Use It?

## What This Maybe* AI Agent Actually Does

Xero Manager is a finance operations AI Agent designed to carry out repeatable accounting tasks inside Xero using the details you provide. It works in clear task states:

- Drafting: prepares the action for example, an invoice, bill, quote, report request, or journal from your inputs.
- Checking: validates required fields, dates, account codes, and whether the record already exists to avoid duplicates.
- Executing: creates, updates, retrieves, or summarises records in Xero.
- Pausing: stops when something is ambiguous, risky, or needs approval, then tells you exactly what is needed next.
Governance is built in. Xero Manager only proceeds when it has enough information to be accurate, and it keeps actions narrow to the task you asked for.

## What This Maybe* AI Agent Does Not Do

Xero Manager does not replace professional accounting judgement or approve financial decisions on your behalf. It also does not:

- Guess missing values such as tax rates, tracking categories, account codes, or payment allocations.
- Reconcile accounts end-to-end without clear rules and the correct bank feed context.
- Change historical periods or make broad ledger changes without explicit confirmation.
- Access Xero unless you connect it and grant the relevant permissions.
## What Can Xero Manager Do?

### Invoicing, credit notes, and receivables

This system helps you manage customer billing by creating invoices with detailed line items, recording payments, and checking the status of specific invoices. It also gives you visibility into outstanding balances by listing unpaid or overdue invoices and summarising what’s owed, while allowing you to issue credit notes when adjustments are needed.

### Supplier bills and payables

You can track what you owe by creating supplier bills with clear references and line items, helping you stay on top of outgoing payments.

### Quotes and pre-sales changes

It supports your sales process by creating quotes for customers and updating them as details change, so you can keep proposals accurate and up to date.

### Contacts and item catalogue management

You can maintain your records by creating and updating contacts, including their billing details, as well as managing your item catalogue with pricing, descriptions, and account mappings.

### Bank transactions and cash movement

It provides visibility into cash flow by listing bank transactions and recording money going out or coming in, ensuring your accounts stay accurate.

### Financial reporting and review

You can generate key financial reports like Profit & Loss, Balance Sheet, and Trial Balance, with summaries and highlights to help you quickly spot important trends or unusual figures.

### Journals and controlled adjustments

For more advanced accounting needs, it allows you to create manual journals to move amounts between accounts with clear narration, ensuring proper financial adjustments are recorded.

## 20 Tasks To Get You Started

1. In Xero, create a customer invoice for {contact_name} with line items {item_1_desc} {qty_1} × {unit_price_1} and {item_2_desc} {qty_2} × {unit_price_2} , dated {invoice_date}.
1. In Xero, create a supplier bill for {supplier_name} with {bill_line_desc} {qty} × {unit_price} and reference {bill_reference}.
1. In Xero, record a payment of {amount} against invoice {invoice_number} from {bank_account_name} on {payment_date}.
1. In Xero, find invoice {invoice_number} and tell me its status, amount due, and due date.
1. In Xero, list all unpaid customer invoices for {contact_name} and total the amount due.
1. In Xero, show all overdue customer invoices as of {report_date}, grouped by contact, with totals.
1. In Xero, create a quote for {contact_name} for {service_desc} {qty} × {unit_price} and title it {quote_title}.
1. In Xero, update quote {quote_number} to change {field_to_change} to {new_value}.
1. In Xero, create a credit note for {contact_name} for {credit_reason} with {qty} × {unit_price}.
1. In Xero, create a new contact named {contact_name} with email {email} and phone {phone}.
1. In Xero, update contact {contact_name} to change the billing address to {address_line_1}, {city}, {region}, {postal_code}, {country}.
1. In Xero, create an item code {item_code} named {item_name} with sales price {sales_price} and default revenue account {account_code}.
1. In Xero, update item {item_code} to change the description to {new_description} and sales price to {new_sales_price}.
1. In Xero, list all bank transactions for {bank_account_name} for {date_range}.
1. In Xero, create a spend money transaction from {bank_account_name} to {contact_name} for {expense_desc} amount {amount} on {date}.
1. In Xero, create a receive money transaction into {bank_account_name} from {contact_name} for {income_desc} amount {amount} on {date}.
1. In Xero, run a Profit & Loss report for {date_range} and summarize the top {n} income and expense lines.
1. In Xero, run a Balance Sheet as of {as_of_date} and highlight any unusually large balances over {threshold}.
1. In Xero, run a Trial Balance as of {as_of_date} and flag any negative balances in accounts that shouldn’t be negative.
1. In Xero, create a manual journal dated {journal_date} with narration {narration} to move {amount} from {from_account_code} to {to_account_code}.
## Task Example Walkthroughs

### Creating a customer invoice accounts receivable

Prompt Used

“Xero Manager, create a customer invoice for Acme Ltd with line items Website support 2 × 250 and Hosting 1 × 50, dated 2026-04-15.”

Task State

Checking → Drafting → Executing or Pausing if key fields are missing

Output

- Draft or created invoice in Xero with the correct contact, date, and line items
- Confirmation including invoice number, total, tax treatment used, and due date rule applied if provided
The Problem This Solves

Teams waste time re-keying invoice details from emails, proposals, or timesheets, which increases errors and delays sending.

What the Xero Manager Does

- Confirms {contact_name} exists or pauses to create it
- Validates line items, quantities, unit prices, and currency
- Applies the correct settings you specify, such as tax rate, account codes, tracking, and due date terms
- Creates the invoice and returns a concise confirmation
What Comes Back

- Invoice number, status draft/authorised , total, amount due, and link or identifier to find it in Xero
When the Xero Manager Pauses

- No tax rate or revenue account is specified and Xero defaults are unclear
- The contact is not found or duplicates exist
- The invoice date falls in a locked period
- You ask to “send” or “approve” without confirming approval rules
How to Start

Provide the contact name, invoice date, line items, and any rules you require tax rate, account code, tracking, due date terms .

### Running a Profit & Loss summary management reporting

Prompt Used

“Xero Manager, run a Profit & Loss report for 2026-01-01 to 2026-03-31 and summarise the top 5 income and expense lines.”

Task State

Checking → Executing → Summarising

Output

- A structured summary of the largest income and expense lines
- Optional call-outs such as unusual month-to-month movement when you request it
The Problem This Solves

Leaders need fast, reliable visibility without manually exporting and interpreting reports each time.

What the Xero Manager Does

- Runs the Profit & Loss for the requested {date_range}
- Extracts and ranks the top {n} lines for income and expenses
- Summarises in plain English for sharing internally
What Comes Back

- Top income lines with amounts
- Top expense lines with amounts
- Net profit or loss for the period if included in your requested summary
When the Xero Manager Pauses

- The {date_range} is ambiguous for example “last quarter” without a timezone or definition
- You request comparisons budget vs actual, prior year without specifying the baseline
- Permissions do not allow reporting access
How to Start

Specify the period, whether it is cash or accrual if relevant , and how many lines you want summarised.

## Governance & Trust

### Paused Is Not Failure