Graphics

Spend control for multi-entity companies

Run your group’s spend like one company.

Derive brings purchasing, contracts, budgets and accounts payable together across your group. The AP Agent prepares invoices for review, so your team spends less time keying and chasing and more time on the decisions that need its judgement. Derive gives finance more room to lead.

See Derive in action →

Derive

Interactive product tour

Today

The work multiplies. The team doesn’t.

A new entity means another Xero file, another inbox, another set of approvals and another place for something to slip through. Most groups cope by working harder at the edges. Derive gives the work one place to happen.

• Bills sit across separate files, and someone works out where each one belongs.
• Approvals arrive without their context.
• Commitments are hard to trace back from the bill.
• Every new entity adds more coordination.

With Derive

• Invoice work is prepared before your team opens it.
• The right people make the call with the documents and history beside them.
• Purchase orders and contracts sit within reach of each invoice.
• One shared process across the group, with rules that can differ by entity.

Built for groups from day one

Derive treats your entities as a structure, not a filter. A purchase request, a supplier contract or a budget line exists across the group from the start. Finance can look at the whole group or at one entity without logging out and back in. Managers see only the entities that are theirs.

• One inbox, one set of supplier records, one set of rules.
• Group view for finance, entity view for the people closest to the spend.
• Your accounting stays in Xero. Derive sits alongside it.

Accounts payable

One inbox for every entity’s bills. Prepared for review, matched and coded, then posted to the right Xero file after approval.

Explore accounts payable →

Procurement

Requests, approvals and purchase orders across the group, with the budget impact visible before anyone says yes.

Explore procurement →

Alongside them

Budgets

Show entity and GL account budgets at the request and at the bill.

Alongside them

Contracts

Keep agreements, variations and renewal dates in view as the spend unfolds.

AP Agent

Prepared for your review. Informed by your business.

The AP Agent reads each invoice, matches the supplier and entity, prepares the coding and runs checks. It works from your own accounting instructions, kept per supplier and per entity, so a Telstra bill is coded the way your business codes it.

Your team reviews and approves. The AP Agent does not approve or pay invoices.

See how the AP Agent works →

Connect to the systems you already use

Derive syncs with Xero entity by entity. It also connects to SAP, Workday and Okta. Your accounting stays where it is.

Keep your tech stack, we bring the group together.

AP Agent

Invoice work that’s ready before you open it.

The AP Agent extracts the details, matches the supplier and entity, codes the bill and runs checks, using your business’s own accounting instructions. Your team reviews and approves.

Book a demo →

What it does, step by step

• Extract — It reads the invoice and pulls out the supplier, amounts, dates and lines.
• Match — It matches the supplier and the entity the bill belongs to.
• Code — It prepares the GL and tax coding.
• Check — It runs checks and flags what needs a person.
• Review — Your team reviews and approves.

What it does, step by step

Give instructions in natural language.

Every business codes an invoice its own way. The AP Agent works from instructions kept for each supplier and each entity. For example, an instruction might say to consolidate a Telstra bill into one line and code it to the Telephone and Internet account.

Those instructions are revised as your team corrects the agent’s work, and the history is kept. When someone moves on, what they knew stays with the business.

Review processed bills with ease.

The AP Agent prepares and your team approves. It does not approve invoices and it does not pay them. Each invoice comes with its checks and source documents beside it, so reviewers aren’t hunting for context and exceptions stand out.

Budgets for multi-entity companies

Don’t find out you’re over budget after month-end.

Derive shows the impact on entity and GL account budgets before you approve a purchase, and tracks budget as invoices arrive, with or without purchase orders.

See Derive in action →

At the request

At the request and at the invoice

The request shows its impact on the entity budget and the GL account budget side by side. Company headroom can hide an account-level overrun. For example, a software subscription can fit the entity budget and still exceed the subscriptions budget. You see both before saying yes.

Explore procurement →

At the bill

Budget Insight sits beside the invoice and shows what has been spent, committed and is pending, plus this bill. Your team sees each bill against its budget as it arrives.

Explore accounts payable →

Start with AP. Add purchase orders when you need them.

You can manage budgets at invoice time without introducing purchase orders or spend pre-approval first. When you add Procurement, the budget impact appears at the request as well.

Group view and entity view

Finance sees the budget position across the group from one screen. Entity managers see only their own entities’ budgets, invoices and requests.

For multi-entity companies

AP and purchasing for multi-entity companies on Xero.

Derive brings purchasing, contracts, budgets and accounts payable for every entity into one place. The AP Agent prepares each invoice, and your team reviews and approves.

See Derive in action →

Day to day

Every invoice starts with a lookup

Which entity, which supplier, which coding and tax treatment. Switching entities all day is like switching boards in Jira. Each switch costs a little, and the cost repeats on every invoice.

With Derive: The AP Agent matches the supplier and entity and prepares the coding from instructions kept per supplier and per entity. Your team reviews it.

Day to day

Invoice data is keyed in by hand

Invoices arrive in an AP inbox and are opened, keyed, coded and filed, one entity at a time.

With Derive: Every entity’s invoices land in one inbox. The AP Agent extracts the details before your team opens the invoice.

Day to day

Group payables are hard to see

Each entity’s invoices sit in its own file, so seeing what the group owes means building the picture by hand.

With Derive: Group finance sees every active invoice across the group from one screen. Entity managers see only their own.

Day to day

Payment runs are built file by file

Paying suppliers across the group means batching in each file, week after week.

With Derive: Payment runs prepare a group-wide batch through one front door, for your team to review before anything is paid.

The approvals and the budget

Approvals wait without context

Invoices sit in an inbox until the approver has time, and arrive as a PDF with no context. Finance follows up.

With Derive: Invoices route by entity, amount and category. The approver sees the invoice, its source email, the checks and the budget beside it.

The approvals and the budget

The budget position is unknown at approval

Budgets sit in spreadsheets, so an overspend shows up after month-end.

With Derive: Budget impact shows when a request is raised and again when the invoice arrives.

The approvals and the budget

Commitments are made before finance hears about them

Purchase requests sit in email and agreements sit in an inbox, so an auto-renewal arrives as an invoice.

With Derive: Requests, purchase orders and contracts connect to the invoices that follow, and renewal dates stay visible.

The expensive mistakes

The same invoice can reach two entities

It gets processed in two files, and each file looks fine on its own. The duplicate comes to light weeks later, if it does.

With Derive: Derive sees every entity at once, so it can flag an invoice sent to more than one.

The expensive mistakes

A changed bank detail is easy to miss

With a high volume of invoices across entities, it is hard to check every bank detail, and invoice phishing relies on that.

With Derive: Derive sees every entity at once, so changes stand out across the group.

Why it keeps happening

Most accounting and invoice-processing tools see one Xero file at a time. Each entity gets its own instance, so a duplicate that spans two entities is invisible to both. Each new entity adds another file and no extra visibility.

Derive for Xero

Keep Xero. Add one place to work across every entity.

Derive connects to your Xero entities and adds one shared place for purchasing, invoice preparation and approval. Approved invoices post to the right Xero file.

See Derive in action →

Bring your accounting context into the work

Derive uses supplier records, account codes, tracking and invoice history from Xero to prepare invoices for review, so the coding reflects how each entity already works.

Keep the approval record with the accounting record

After final approval, the invoice posts to the right Xero file with its supporting documents and the approval record. Payment status syncs back from Xero, so what you see in Derive matches your books.

What changed

Copy needed Detail 1–3: the things they put in place (copy needed for each).