Documentation

1. Sign in

Create an account or sign in at /sign-in. Your workspace admin will assign you a role (Admin, Project Manager, Accountant, Approver, or Viewer) that determines what you can access.

2. Upload your first invoice

Navigate to Inbox and click Upload Documents. Drag and drop a PDF or image (JPEG, PNG) of an invoice. ZeroSync uses AI to extract the vendor, amount, line items, dates, and more automatically.

3. Review and approve

Click on any invoice in the inbox to review the extracted data. If everything looks correct, mark it as Reviewed to start the approval process.

Supported formats

ZeroSync accepts PDF and image files (JPEG, PNG, WebP) up to 10MB. The AI extraction works best with clearly scanned or digital invoices.

Extracted data

The AI automatically extracts:

• Vendor name and address
• Invoice number and dates (invoice date, due date, service date)
• PO number and payment terms
• Line items with descriptions, quantities, unit prices, and GL codes
• Total amount, tax, and currency
• Bill-to and ship-to addresses

Confidence score

Each extraction includes a confidence score (0–100%). Invoices with lower confidence should be reviewed more carefully. Fields the AI is uncertain about are flagged for review.

Duplicate detection

ZeroSync checks for duplicate invoice numbers from the same vendor. If a duplicate is detected, the upload is rejected and the original file is cleaned up.

Chain progression

Each step must be approved before the next one becomes active. If any step is rejected, all remaining steps are skipped and the invoice returns to "Reviewed" status. When all steps are approved, the invoice moves to "Approved" and becomes eligible for payment.

Automatic (daily cron)

Every day at 6:00 AM UTC, ZeroSync scans for fully approved invoices with a job assignment and creates a payment run. Check numbers are assigned sequentially from your workspace's next check number (configurable in Settings).

Manual trigger

Admins can manually trigger a payment run from the Payments page. This uses the same logic as the daily cron but runs on demand.

Printing checks

From the Payments page, click Print Checks on any pending run. This opens a formatted check view for printing and marks the run as completed and invoices as paid.

Importing from Sage 50

Navigate to Integrations and use the Sage 50 Import tab. Upload a CSV exported from Sage 50 (General Ledger, Bank Register, or Vendor Ledger format). ZeroSync auto-detects the format, validates the data, and maps columns to the correct fields.

Exporting for Sage 50

From the Billing page, click "Export for Sage 50" to download a sales invoice CSV. From the Payments page, click "Sage 50" on any payment run to download a bank register CSV. Import these into Sage 50 via the appropriate module.