Veryfi partnered with Love Your Accountants (LYA), a UK-based accounting firm, to automate their invoice processing workflow by cutting manual inbox monitoring, and giving their team real-time visibility into client finances without adding headcount.
Love Your Accountants is a Surrey-based accountancy practice led by Rob Young, an chartered accountant (ICAEW) and qualified auditor. The firm works with SMEs across the UK, managing their day-to-day accounting using Xero as their core platform. LYA built a reputation for being approachable and hands-on, the kind of firm clients enjoy working with. Before Veryfi, LYA had a solution in place that handled parts of the document workflow – but it only went so far. Hours were still being lost each week to monitoring client email inboxes, pulling in receipts and invoices, and constantly reviewing everything throughout each month before it could land in Xero. The difference with Veryfi was how deeply it connected multiple data collection points and then integrated directly with Xero, and this has saved more than 20 hours per week across the company.
How LYA Eliminated Manual Data Entry
LYA uses Veryfi Workflows to automate their end-to-end document processing routing incoming invoices and receipts from client Gmail and Outlook inboxes directly through Veryfi’s extraction engine and into Xero. The setup means documents are processed and drafted fully automatically within Xero, with no manual processing time required allowing more time for reviewing and critical thinking for the client.
The problem with Veryfi alternatives
Before trying out Veryfi’s automated workflows LYA team reviewed other tools but neither connected properly to Gmail or Outlook. For Rob’s clients, email is where the documents live. Supplier invoices, utility bills, purchase orders arrive in inboxes. Any tool that couldn’t link into that flow meant his team was still doing the manual handoff. “The big advantage for you guys,” Rob told us, “is you link with Gmail or Outlook. Other suppliers we have tested don’t link to Gmail properly and so we’re having to forward or download and upload documents regularly. So that’s a big, big advantage.”
From Manual Paperwork to Saving 20+ Hours Every Single Week
LYA rolled Veryfi out across a significant portion of their client base. Their whole team now uses it daily across multiple client accounts where invoices come in by email, Veryfi picks them up, extracts the data, and pushes structured records straight into Xero.
The numbers are stark. That 20-hour-a-week inbox monitoring load? It’s down to 2-3 hours only. An 80-plus percent reduction in time spent on what Rob calls “just watching.” Month-end has shortened too: instead of reviewing a backlog of documents in one hit and trying to double check if the other systems have processed all of the documents or not, bills arrive in Xero in real time throughout the month and so there is only one place to review documents which cuts down on processing and operational time.
“Whilst it’s difficult to pinpoint an exact ROI to this software, the easiest way for us to quantify the returns for potential other users is comparing it to the salaried time saved. If we had a semi senior processing this data (which could be typical for a larger client) we would look to save over £1.3k per month, however, the biggest return is in the growth that the product allows because with that time saved we have been able to process more client work which would give us a closer ROI to £2.5-3k per month currently and as we grow as a firm and additional functionality is being continuously added to Veryfi, that ROI will increase exponentially.
With 20 Hours Back a Week, Here’s What LYA Is Building Next
Rob and his team have been more than just users – they’ve given real input on how Veryfi’s products are described and where they fit. He’s dug into the fraud detection side personally, not just as a feature demo but as something he sees real value in for his clients.
What he’s thinking about next is expanding automation into Sales Orders and other document types – more use cases, more coverage for his team, and ultimately greater time savings across the Company.
Veryfi Workflows for this use case isn’t just an automation tool, it’s infrastructure for how modern accounting firms operate. By connecting directly into the email inboxes where documents live, extracting data with precision, and routing everything into the right systems in real time, Veryfi eliminates the manual layer that has quietly slowed down firms for years.
See How Much Time Your Team Could Save. Contact us and we’ll show you exactly how Veryfi Workflows connects to your clients’ inboxes.
