You stay the bookkeeper.
We do the data entry.
Line-by-line coding against your client's chart of accounts. The right 15% GST treatment per line. GST101A-ready out of Xero or QuickBooks Online.
Every capture held in your review queue until you approve it. Drafts only. Never authorised.
Whakatū Brewing Te Awa Hospitality Pātaka Trading Five active NZ clients,
sorted by review urgency.
The same inbox your team uses, embedded live with real NZ captures. Click any one to see how it's coded. Drafts only, synced to Xero or QuickBooks Online when you approve.
GST101A ready 14 line items detected on a single docket. Header-only OCR would lump these into one GL. ExpenseFlow split across Plant & Equipment (1410), Workshop Consumables (6200), Repairs & Maintenance (6520), and Staff Amenities (6240).
LINE-LEVEL Header-level coding
made you the clerk.
The Mitre 10 docket with fourteen lines on one GL code. The 50% entertainment limit applied to a working lunch, or not applied to a client dinner. The NZ$200 threshold the partner asks about during GST review. The capital purchases coded to consumables because the OCR couldn't tell.
The Wednesday afternoon before GST101A, spent undoing what Dext put in the wrong account.
What this is.
A line-by-line coding engine for New Zealand bookkeepers using Xero or QuickBooks Online.
Receipts come in. Line items get coded against the client's chart of accounts. The right 15% GST treatment gets applied per line. GST101A boxes stay intact through to Xero or QuickBooks Online.
You approve. It posts as a draft.
Three steps.
You only do the last one.
Forwarded, snapped, or bulk uploaded.
Email forwarding. Mobile photos. Bulk upload. Captures route to the right client inbox automatically.
Set up once per clientEvery line. Coded.
Every line item, against the client's chart of accounts. 15% GST, zero-rated, and exempt distinguished per line. GST number captured. NZ$200 and NZ$1,000 substantiation thresholds surfaced when a receipt crosses them with missing fields. Capital purchases tagged. 50% entertainment limit applied at capture.
The work Dext leaves for youYour call. Then sync as drafts.
You open the queue. You approve. It syncs to Xero or QuickBooks Online as a draft. The partner does the final authorise. GST101A boxes 5 to 13 stay intact through the chain.
✓ Drafts only · always · by design New Zealand,
at a glance.
GST101A boxes mapped.
Boxes 5 to 13 mapped from each receipt with no manual re-keying when filing through Xero or QuickBooks Online.
Tax supply information captured.
GST number and supplier fields captured. NZ$200 and NZ$1,000 thresholds surfaced for review on every receipt that crosses them.
7-year retention.
Immutable receipt image plus hash and timestamp. Audit trail preserved without manual storage management.
95% accuracy is
testable, not a slogan.
The mean of three components, recorded for every captured document. Every claim is testable. Ask for a parallel-run trial against your current tool and we'll share the per-document accuracy breakdown for your real NZ invoices.
Did we read the receipt?
Vendor, GST number, dates, totals, line items. All transcribed from the source document.
Did we pick the right account?
Per-client vendor rules learn from your corrections and map to the chart of accounts you actually use. This is where the AI does its work.
Did we apply the right tax line?
15% GST, zero-rated, exempt, 50% entertainment limit, s8(4B) reverse charge on imported services, IRD km-rate handling for vehicle reimbursement.
If anything is wrong, it's wrong in the queue, not in the ledger.
Six NZ miscodings that come back
to bite you at GST return.
Drawn from the IRD rules ExpenseFlow ships with today. The traps surfaced for review before the receipt is synced.
Client lunches deduct half. The GST does too.
New Zealand applies a 50% deduction limit on entertainment expenses (meals with clients, parties, corporate boxes) under s DD 2 ITA. Only 50% of the input GST is claimable. ExpenseFlow tags entertainment receipts at capture so the limit is applied before the receipt syncs.
Under NZ$200, NZ$200 to NZ$1,000, over NZ$1,000.
Under NZ$200 a till receipt is sufficient. NZ$200 to NZ$1,000: supplier GST number and clear GST amount required. Over NZ$1,000: buyer name and address also required. The platform surfaces receipts that cross a threshold with missing fields.
Tier 1 NZ$1.17/km includes GST. Do not add 15% on top.
The published IRD km-rate is GST-inclusive. No additional GST should be added on top. ExpenseFlow applies the right treatment to vehicle-reimbursement claims so the GST return reconciles. Tier 1 and Tier 2 distinguished by total business kilometres.
Overseas SaaS, consulting, AU cross-border services.
Services from non-resident suppliers that would be taxable if performed in NZ trigger reverse charge under s8(4B) when the recipient is GST-registered. Buyer self-assesses output and input GST. Common on SaaS, consulting, and Australia-to-NZ cross-border services.
Exports recover input GST. Residential rent does not.
Exports, going-concern sales, and certain financial transactions are zero-rated (input GST still recoverable). Financial services and residential rent are exempt (no input GST recovery). The platform distinguishes the two so input-side claims are correct.
"Tax invoice" became "taxable supply information".
"Tax invoice" is now officially "taxable supply information" and "credit / debit note" is "supply correction information". Old-style documents are still valid. ExpenseFlow accepts either format and stores the data structurally either way.
Two-way sync.
Attachments preserved.
Continuous on approved captures, not nightly batches. NZ GST codes, tracking categories, GST101A boxes, and original receipt attachments preserved end to end.
Side by side with
what you're using now.
Pricing in
one paragraph.
$28 to $39 per client per month, with the rate dropping as your firm grows. No client minimum. No seat cap. Line items included at every tier. GST101A box mapping at no extra cost.
Subscription in USD. Receipt capture, GST coding, and Xero or QuickBooks Online sync run in NZD end-to-end for your NZ clients. Only the SaaS subscription itself is USD, so one rate card across every practice you might serve.
See full bookkeeper pricing →- Token allowance300 / client
- Team seatsUnlimited
- Client submittersUnlimited
- Trial30 days parallel
- BillingMonthly USD
The deep dive that
actually answers the question.
NZ · GST · Updated May 2026 New Zealand GST: the complete guide for 2026.
The 15% rate. Zero-rated supplies. Exempt items. The 50% entertainment limit and what counts as a working meal. The IRD km-rate, Tier 1 and Tier 2. s8(4B) reverse charge on imported services. Three substantiation thresholds. GST101A boxes 5 to 13 and how each maps from a captured receipt.
Questions NZ bookkeepers ask
before they switch.
Nothing posts without your approval. The mistake is corrected in the queue. The system learns. Next time the same vendor is coded correctly. The bookkeeper is always the last set of eyes.
Yes. Captured receipts are stored as digital records meeting the IRD's "taxable supply information" rules (the April 2023 terminology), with GST extracted line by line. GST101A exports from Xero or QuickBooks Online use the correct box mapping with no manual re-keying. Retention is the IRD-required 7 years.
Xero and QuickBooks Online NZ are supported natively today. Bills, spend money transactions, and supplier credits flow with NZ GST codes and tracking categories preserved. MYOB and Sage are on the roadmap. Request access with your platform flagged and the founder will follow up directly.
Yes. The system distinguishes 15% GST, zero-rated supplies (exports, going-concern), exempt items (residential rent, financial services), and out-of-scope transactions, applying the correct code per line.
Off-premises client meals, parties, and corporate boxes are tagged as Entertainment at capture. Only 50% of the input GST and 50% of the deduction are claimed. Working meals and staff amenities (tea, coffee in office) remain fully claimable.
Yes. Tier 1 NZ$1.17/km and Tier 2 rates are GST-inclusive. The platform applies the right treatment so 15% GST is not double-counted on top of the rate. Tier 1 vs Tier 2 distinguished by total business kilometres.
B2B imported services from non-resident suppliers (overseas SaaS, consulting, AU cross-border services) trigger reverse charge. The buyer self-assesses output GST in Box 6 and reclaims input GST in Box 13. Net effect zero where the buyer is fully taxable.
Yes. Most practices do this by default during the trial. We share per-document accuracy breakdowns for your real NZ invoices during the trial.
Subscriptions are billed in USD so there is one consistent rate card. Receipt capture, GST coding, and accounting-platform sync run in NZD end to end. Only the SaaS subscription itself is USD.
"Tax invoice" is now officially "taxable supply information" and "credit/debit note" is "supply correction information". Old-style documents remain valid. ExpenseFlow accepts both formats and stores the data structurally either way.
Live for NZ bookkeepers
and ready in minutes.
Start a free trial today. Connect Xero or QuickBooks Online and process your first NZ client receipts in minutes.
Other ways to use the same engine,
depending on your angle.
New Zealand GST calculator
Add or extract 15% GST. Zero-rated and exempt supplies handled.
AP automation for Xero firms in NZ
Same workflow, framed for bill capture, supplier coding and Xero sync.
A Hubdoc alternative for Xero firms
Line-item coding vs header-only capture. Same Xero, more detail.
ATO-aligned 10% GST
Same engine, AU tax authority. For trans-Tasman practices.