Invoice automation that unlocked the finance team’s capacity
Why Kaipara District Council adopted AI-powered Xtracta to automate invoice processing into its Magiq ERP — cutting manual workload roughly in half and freeing an eight-person finance team for higher-value work.
“We love it. We wanted it, we needed it, we got it.”
Jessie Alison
Finance Manager, Kaipara District Council
Reduction in manual workload
700-900
Invoices a month
1 day
To workshop the integration
the need
Unlock capacity for strategic work
An eight-person finance team handled accounts payable, payroll, variance reporting, audits and risk. Manual invoice entry into Magiq diverted resources from more strategic responsibilities.
Automation was seen as a way to unlock capacity and let staff engage in higher-value financial activities.
the CHALLENGE
Manual entry peaked at year-end
The Council handled 700–900 invoices a month, with a June spike as suppliers rushed to finalise payments before the year-end cutoff. It needed a tool that integrated with Magiq and handled high volume reliably.
Volume
700–900 invoices a month
Year-end spike
June rush before the cutoff
Manual Entry
Transcribed into Magiq by hand
Requirement
Had to integrate with Magiq
the APPROACH
A structured, integrated workflow
A day of workshopping with the Xtracta and Magiq teams stood the workflow up.
Suppliers send to inbox
A designated address receives every invoice.
Xtracta extracts
Key data is pulled from each document.
Returns to Magiq
Populated with details and the PDF attached.
Final check
Finance verifies before payment; high-risk invoices are flagged.
IN THE CLIENT’S WORDS
“You can just log in and go — it’s intuitive, it’s natural..”
Bevan Wright
ApprovalPlus Solution Manager, Fusion5
the outcome
More capacity, more accuracy, future-ready
Half the workload, easy adoption, and ready for what’s next.
Half the workload
Manual effort cut by an estimated 50%.
Easy to use
Staff productive with no formal training.
eInvoicing-ready
Set up for New Zealand’s eInvoicing future.
