RSM Malta × Xero

Your finance team
deserves better
than this.

Manual reconciliation. Bills lost in inboxes. Audit scrambles. Month-end chaos. Xero eliminates all of it, giving you one clean, connected system your whole team can trust.

0%
less time on
manual data entry
ONE
single source
of truth
0
businesses trust
Xero globally
Hours wasted on manual finance tasks
Your team spends, on average
every month on tasks Xero eliminates entirely
0
hours per month
0
hours on manual
data entry alone
0
days to close
the books
0
versions of the
"one" spreadsheet
0
weeks of audit
prep every year
01 — The Challenge

Where does your time actually go?

Most finance teams are trapped in the same cycle every month. Here's what that looks like in practice.

Pain point

Endless manual reconciliation

Every transaction has to be cross-checked manually against supplier records. One missed entry unravels hours of work at month-end.

Pain point

Bills arrive by email, then disappear

Supplier invoices land in inboxes, get forwarded around, and sometimes get missed entirely. The original is buried by the time someone enters it.

Pain point

Approvals trapped in inboxes

Getting a bill approved means finding the right person, forwarding the email, waiting, and chasing. A simple approval can take days.

Pain point

Audit prep is a crisis, not a process

When auditors arrive, finding source documents and proving an audit trail means days of emergency work. Every year, the same scramble.

Pain point

Reporting is always out of date

Your P&L is only as current as the last time someone manually exported a spreadsheet, which could be weeks ago.

Pain point

No one knows who changed what

Deleted bills, re-coded transactions, adjusted entries — with no trail, answering "who changed this?" becomes a full investigation.

02 — The Difference

Before Xero. After Xero.

Toggle between the old way and the Xero way across every key process.

Manual bill entry
Someone downloads the PDF, opens the system, re-keys every field. One typo, spotted at audit months later.
Hours wasted
Month-end reconciliation
2–3 days cross-referencing records against entries, hunting for differences line by line, every single month.
Days lost
Approval by email chain
Forward the invoice, wait for reply, chase, re-forward, confirm. A simple approval takes 3–5 days and multiple reminders.
Friction everywhere
Audit preparation
Weeks locating original invoices, reconciling year-end balances, explaining adjusted entries. Every year, without fail.
Annual crisis
Sharing reports with accountants/auditors
Export to Excel, email the file, wait for questions, explain every column. Repeat every single month.
Stale data
No real-time visibility
Your cash position and P&L are only as current as the last manual export, which could be weeks out of date.
Flying blind
Email-to-bill, AI auto-filled
Forward the invoice to your Xero inbox. AI reads it, fills every field, attaches the PDF permanently. Review and confirm in seconds.
Seconds, not hours
Continuous reconciliation
Transactions match against bills as they happen. By month-end, 94% is already done. Closing the books becomes a quick check.
Always reconciled
One-click approval
Approver gets a notification, sees the bill with the original document attached, and approves in under a minute from any device.
Under 60 seconds
Audit pack always ready
Every transaction has its source document, approval record, and full history built in. Auditors log in directly — no scramble.
Always prepared
External accountants and auditors works inside Xero
Your accountants/auditors/advisors have live read access and advises on today's real figures, not last month's export. No emailing, no explaining.
Real-time advisory
Live financial dashboard
P&L, cash position, aged debtors and creditors — all updated in real time as transactions are posted. No waiting, no exports.
Always current
03 — Core Capabilities

Everything in one place.

Explore what Xero actually changes, and how it changes it.

Live Reconciliation View
Melita Ltd
INV-2024-0442 · Feb 2025
€2,340.00
✓ Matched
GO plc
INV-20250103 · Jan 2025
€890.50
✓ Matched
APS Energy Ltd
PO-2025-0118 · Mar 2025
€4,120.00
AI suggested
Unmatched transaction
Ref: 000432 · needs review
€150.00
· Review
94%
Auto-matched
5%
AI suggested
1%
Needs review

Reconciliation that never stops

Forget the month-end scramble. Xero matches transactions against bills and invoices continuously, so 94% of the work is already done before you sit down to close.

  • Supplier bills stay linked to their source transaction.Every entry traces back to the original document, always.
  • Xero learns your coding patterns.The more you use it, the smarter the suggestions become for your specific suppliers.
  • Drill to source in one click.Any line item links directly to the original bill, no searching required.
  • Documents attached, not filed separately.Invoices live alongside their transactions, ready for auditors instantly.
Bill Capture Flow
Forward to Xero inbox
bills@your-company.xero.com
→
Invoice PDFSupplier: EnemaltaQ1 2025
↓ AI reads & extracts
AI Auto-Fill
Supplier
Enemalta Corporation
✓
Amount
€3,842.00
✓
Due Date
15 April 2025
✓
VAT Code
Standard 18%
✓
One-Level Approval
✓
Created
›
Awaiting
›
Approve & pay

Bills captured the moment they arrive

Forward any supplier invoice to your company's unique Xero email address. AI extracts every field automatically — supplier, amount, date, VAT — and permanently attaches the original document.

  • One dedicated email address per organisation.Any invoice forwarded there is captured, read, and pre-filled instantly.
  • AI reads PDFs, scanned docs, and image attachments.Even low-quality scans are processed accurately.
  • One-level approval, not a committee.The right person gets notified and approves in one click, with the source document visible.
  • Original invoice permanently linked.The PDF lives inside the bill forever, visible to team, advisors, and auditors.
  • Automatic due-date alertsflag bills approaching payment so nothing gets missed or paid late.
Live Finance Dashboard
Revenue · YTD
€284k
↑ 12% vs prior year
Outstanding Payables
€31k
3 bills due this week
Gross Margin
41%
↑ 4pts vs Q1 2024
Overdue Receivables
€8.4k
2 invoices 30d+ overdue
Monthly Expenses — last 6 monthsLIVE ●

Decisions on today's numbers

Stop waiting for someone to export a spreadsheet. Xero gives you a live view of your business, updated in real time as every transaction is posted.

  • Live P&L and balance sheet.Drill from a headline figure to individual transactions in two clicks, no pivot tables required.
  • Budget vs actual tracking.Set budgets by account or department and Xero flags variances automatically.
  • Aged receivables and payables.See exactly who owes you and who you owe, sorted by days outstanding.
  • RSM works from the same live data.Advisory is based on today's reality, not last month's export.
User Access Management
MD
Managing Director
Owner · full visibility & approval rights
Full accessApprove
FM
Finance Manager
Internal · reconciliation & reporting
Full access
AP
Accounts Payable Clerk
Internal · processes bills only
Bills only
RA
Accountant / Advisor
External · live read access
Read onlyCan query
RSM Advisor is viewing February P&L right now

The right access for the right people

Everyone works in the same live system, with role-based permissions ensuring each person sees and does exactly what they should. Nothing more.

  • Unlimited users with granular roles.From full admin to invoice-entry-only, each user's access is precisely controlled.
  • RSM works inside your live Xero.Insights based on today's reality, not exports.
  • Works on any device.Approvals and reviews from a phone, no VPN, no desktop required.
  • In-transaction queries.Leave a note on a specific transaction, visible right where it matters.
04 — Audit Ready

Audit-ready, every single day.

Xero maintains a complete, immutable record of every action automatically. No extra work. No preparation panic when auditors arrive.

01
Every change is logged and permanent
Who edited what, when, and what it was before — Xero records it all and it cannot be deleted or altered. The history is always there.
02
Source documents attached to every transaction
Auditors see the original invoice or receipt right next to the accounting entry. No separate filing system, no hunting through folders.
03
Auditors get their own read-only access
No emailing reports, no exporting data. Your auditor logs in directly and sees exactly what they need, in real time.
04
Clear approval records for every bill
Every bill shows who approved it, when, and at what stage. Internal controls are satisfied automatically, no manual documentation.
Audit Trail — Always On
09:14 todayBill approved — Enemalta €3,842M. Borg
08:52 todayBill created via email captureSystem
YesterdayPayment sent — GO plc €890.50J. Camilleri
YesterdayINV-2025-0118 reconciledSystem—
2 days agoExpense claim — Office supplies €145S. Farrugia
92%

Audit readiness score

8% of transactions still need source documents

05 — The Platform

Built on a foundation you can trust.

Xero isn't just software — it's a secure, certified, always-on cloud platform designed for business-critical finance at any scale.

01
ISO 27001 certified security
Xero holds ISO 27001 certification, the internationally recognised standard for information security. Your financial data is encrypted in transit and at rest, with enterprise-grade access controls and continuous monitoring.
✓ ISO 27001 · ✓ SOC 2
02
Real-time data, always
Every transaction posted in Xero is instantly reflected across every report, dashboard, and user. No refresh cycle, no batch processing, no waiting for overnight syncs. Your reports update the moment a transaction is posted.
● Live updates · zero lag
03
Access from anywhere
Xero runs entirely in the cloud, no servers to maintain, no software to install, no VPNs. Your team accesses the same live system from any browser or the mobile app, whether in the office, at home, or on the go.
Web · iOS · Android
04
Accuracy by design
Manual re-keying is the primary source of accounting errors. Xero eliminates it: AI-powered bill capture reads source documents directly, smart coding rules apply consistently, and reconciliation removes the guesswork entirely.
↓ Data entry errors eliminated at source
05
True collaboration
Xero is multi-user by design, no collaboration bolt-ons needed. Your internal team, external accountants and advisors, and external stakeholders all work on the same live data simultaneously, with role-based permissions controlling access precisely.
Unlimited users · Role-based access
06
Drive business performance
When your books are accurate and current, finance becomes strategic. Live P&L, cash flow forecasting, and budget-vs-actual tracking give you and RSM the insight to make confident decisions, not just record what happened.
→ Finance as a competitive advantage
Connected to your wider ecosystem

Xero connects with 1,000+ business applications, so your accounting system sits at the centre of a fully integrated tech stack, not isolated in a silo.

Stripe
Payments
GoCardless
Direct Debit
Unleashed
Inventory
Dext
Receipt Capture
Fathom
Reporting
Spotlight
Analytics
Hubdoc
Document Mgmt
1,000+ more
Xero App Store
06 — Your Savings

What could you save?

Adjust the sliders to reflect your business and see what Xero could give back to your team.

Estimated monthly time saving
0
hours saved per month
Cost of time saved per month€0
Hours saved per year0 hrs
Annual cost saving€0
0%
reduction in manual
data entry on average
0
click to approve
a supplier bill
0%
of transactions with
a permanent audit trail
0
spreadsheets emailed
to your accountant / auditor / advisor
07 — Next Step

Ready to move
beyond the spreadsheet?
Let's talk.

RSM Malta's Xero advisory team will assess your current processes, design your migration, and get you live, with open balances carried across, in as little as 30 days.

Talk to RSM about Xero →