Every bill in Xero without a receipt.Found, chased, and attached.
DocChaser scans your client’s ledger for approved bills with no source document, ranks them by the GST at stake, collects the missing paperwork through a branded portal, and pushes each approved file back onto the transaction in Xero.
No credit card required · Cancel anytime · Connect Xero in under 10 minutes
Ledger integrations
DocChaser works as a standalone collection tool with no ledger connected — the Xero integration adds the ledger scan and automatic attachment push-back.
The problem
Xero can’t tell you which bills have no receipt.
There is no standard report for it. So the missing paperwork surfaces at BAS time, in an email thread, or during an ATO review — and by then the client can’t find the invoice either.
A coded bill with GST and no attachment looks identical to a fully substantiated one on screen.
Purchases over $82.50 including GST need a valid tax invoice before the credit can be claimed.
Each missing document becomes its own thread, its own reminder, its own follow-up.
How DocChaser works
From a gap in the ledger to a closed file.
Five steps, one system. Here is what each one looks like.
See every unsupported bill, ranked by GST at risk
Connect a client's Xero organisation and DocChaser lists the approved and paid bills with no source document attached. Findings are ranked by the input tax credit at stake, so you start with the transactions that actually matter.
- Reads Xero's attachment status directly — no manual reconciliation
- Sorted by GST exposure with high, medium and low severity
- Status tabs for open, requested, dismissed and resolved
- Every dismissal records who did it, when, and why
Turn a pile of findings into a single client request
Select the bills you need documents for and DocChaser builds one request covering all of them, labelled with the supplier and reference so the client knows exactly what they are looking for. Add questions alongside the documents when you also need an answer.
- Build from ledger findings, a saved template, or from scratch
- Mix document uploads with questions — yes/no, number, currency, text
- Reminder cadence presets: gentle, standard, fast or urgent
- Templates for BAS, year-end, tax return and audit prep
Your client opens one link and works down a list
No account, no password, no app. The portal carries your firm's logo and colour, shows progress as they go, and works properly on a phone — which is where most receipts are photographed.
- Secure magic link, expires when the request closes
- Upload multiple files against a single item
- Answers and uploads in the same ordered checklist
- Automatic reminders with quiet hours you control
Bad uploads get caught before they reach your team
Each file is checked against what was actually requested. DocChaser tells you whether it looks like the right document and why, so review is a glance rather than an investigation.
- Flags EFTPOS receipts, screenshots and wrong documents
- Plain-English reasoning on every match
- Approve or reject with a note back to the client
- Bulk approve when a client sends a batch
Tax invoice from Bunnings Warehouse, total $4,180.00 including $380.00 GST, ABN present. Matches bill INV-4821.
Looks like an EFTPOS receipt, not a tax invoice. No ABN or GST line detected.
Approved documents land on the transaction itself
When you approve a file it is attached to the matching bill in Xero automatically. The finding closes, the ledger is substantiated, and nobody has to file anything by hand.
- Attachment pushed straight onto the Xero bill
- Push status visible: pending, pushed or failed
- Findings reopen if the attachment is later removed in Xero
- Full audit trail of who approved what and when
Every push is logged with who approved it and when, so the audit trail lives with the transaction.
Also included
The everyday things, handled.
Reusable templates
Build the checklist once for BAS, year-end or tax return work and reuse it across every client. New staff send a correct request on day one.
Reminders that behave
Choose a cadence preset or set your own days. Quiet hours, a pause switch, and escalation when a request goes overdue.
Questions, not just files
Ask for a number, a yes/no, a dollar figure or free text alongside the documents — the answers you would otherwise chase in email.
Your branding
Firm logo, colours and your own subdomain. White-label on your own domain for firms that need it.
Team and roles
Invite staff and admins, see who sent and approved what, and remove access instantly when someone leaves.
Security and audit trail
Encrypted in transit and at rest, row-level access control on every record, and an action log covering every staff decision.
Built around Australian rules
The standard your ledger has to meet.
A purchase of $82.50 or more including GST needs a valid tax invoice before the credit is claimed.
Records must be kept for five years from when they were prepared or the transaction was completed.
Xero exposes attachment status through its API, but has no built-in report for bills missing a document.
General information only, current at time of writing. Confirm your obligations with the ATO or your professional adviser.
Pricing
Simple, per-firm pricing.
14-day free trial on every plan. No card required.
FAQ
Questions, answered.
Do my clients need to create an account?+
No. They get a secure magic link, open the portal in any browser, and upload or answer. No app, no password.
How does the Xero ledger scan work?+
DocChaser connects to your client's Xero organisation and looks at approved and paid bills that have no source document attached. It ranks them by the GST exposure at stake so you deal with the biggest risks first.
What happens to a document after I approve it?+
It is attached to the matching bill in Xero automatically, so the transaction is substantiated in the ledger itself — not just filed away in another system.
Can I customise the portal with my firm's branding?+
Yes — logo, colour, and your own subdomain on the Pro plan. White-label on your own custom domain is available on the Firm plan.
What about data security?+
Encrypted in transit and at rest, row-level security on every table, and an audit trail on every staff action. Client portal links are single-purpose and expire.
Does it work with MYOB or QuickBooks?+
Not yet. Xero is live today; MYOB and QuickBooks Online are on the roadmap. You can still use DocChaser for document and information collection without any ledger connected.
Can I migrate from another tool?+
Yes. Import your client list as CSV and rebuild your existing checklists as templates. Most firms are live in under a day.