A step-by-step guide to setting up Cysoni, connecting your first client, and getting invoices flowing into Xero. Around 10 minutes start to finish.
Cysoni connects to your clients' inboxes, reads their invoices and receipts with AI, and pushes them straight into your accounting software. This sheet walks you through setup. You'll only need to do most of it once.
Sign up with your work email and create your practice. This is the top-level account that everything else sits under — your team, your clients, and your billing.
Invite colleagues and give each the right role. Logins belong to your team — your clients never need an account or password to take part.
Create a client record under your practice. A client can have one or more connected inboxes, and its own destination for where captured data is sent.
This is the only part the client is involved in, and there are two links you can send them:
For a short period after launch, Gmail connections work slightly differently while Google finishes approving the app. This is an approval process, not a security limitation — access stays read-only and nothing about how data is handled changes.
Connect the client to Xero (or another supported provider) so approved items have somewhere to go. Each client routes independently, so different clients can point at different ledgers.
Cysoni scans incoming email, identifies invoices and receipts, and extracts the key details (supplier, date, amount, VAT) with a confidence score on each.
Every item processed leaves a record — what was captured, who approved it, and where it was sent. This is your defensible trail if a figure is ever questioned.
Keep these to hand — you'll send them as you onboard each client:
Setup is a one-off. Here's the everyday rhythm once clients are connected.
New invoices, receipts and bank statements land in the queue with a confidence score. Open an item to see the captured document beside the extracted fields. Approve it, correct a code or amount first, or reject it. Each correction teaches Cysoni that client's pattern, so the queue shrinks over time.
Once a client's results are consistently right, switch on auto-push for high-confidence items. From then on only the uncertain ones need your eyes — everything clean flows to Xero on its own.
Bank statements are read and turned into structured transactions you can export. When a single PDF contains several invoices, Cysoni proposes where to split it — always check the proposed split before approving, as a mis-split is the one thing worth a second glance.
Find any item by client, supplier, date or amount. Every processed item keeps its audit record — what was captured, who approved it, and where it went — so you've a defensible trail whenever a figure is questioned.
"It reads your inbox to find invoices and receipts — and you can snap paper ones on your phone — then sends them to our accounting system for you. It's read-only, so it can't send, reply to, delete or change anything in your email, and you can switch it off any time."
| Nothing's appearing | Confirm the inbox shows as connected, and that the client approved access fully. New connections only see mail from the point of connection onward. |
| An item went to the wrong code | Correct it on the item and approve — Cysoni learns the client's pattern over time, so corrections shrink the queue. |
| Client wants to stop | Disconnect the inbox from the client record, or the client can revoke access from their own email provider. Capture stops immediately. |
| A real invoice was missed | Add it manually and flag it — this helps tune detection for that supplier. |