The whole workflow.
One connected record.
Follow one example invoice from the job and payment schedule to the recorded payment, Xero and month-end records.
9 minutes 33 seconds · Example projects and Xero Demo Company · Application views recorded 22 October 2026
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Every transaction. Accounted for.
Deeby brings the job, the invoice, the people and the accounting record into one connected picture. Here we are using an example builder’s populated demonstration environment, with ten residential projects and a connected Xero Demo Company, to follow one substantial invoice from its project details through the recorded payment and into the books.
Start with the work that needs attention.
Start on Home, the first panel brings forward the work that needs attention, payment schedules, notices and exceptions, alongside the monthly overview, so finance can see where to begin, the invoice list sits below, and the monthly cycle gives the team a shared route through the work, from the invoice arriving to month end.
A portfolio your team can recognise.
Open Jobs and the portfolio becomes recognisable. These ten active residential projects each have their own project reference, trust account and subcontractors. They sit alongside the other retained demonstration records, rather than pretending the whole business contains only ten jobs. The project reference is the thread we will keep following through the invoice and Xero.
The project has a real working context.
For this story, open Job zero zero one. The principal is Example Principal, the site is Lot One, and the description identifies a double storey home at frame stage, with a named construction supervisor. The original contract value is one million, sixty eight thousand, three hundred dollars. These details give the finance team a project they can recognise before they even open an invoice.
One job. Three trade invoices.
Back in Invoices, use the Job filter to narrow the list to this project, the earthworks and concrete invoices are already marked Paid, the frame and truss invoice has a served schedule, with its own schedule and payment due dates, this view keeps the current position visible without asking anyone to assemble it from several spreadsheets.
The amount, the payment, the balance.
Open invoice zero zero one, zero three, for the frame and truss supplier. The claimed amount and scheduled entitlement both stand at one hundred and sixty eight thousand, seven hundred and ninety one dollars and forty cents. The recorded payment is eighty four thousand, three hundred and ninety five dollars and seventy cents, leaving exactly the same amount outstanding. The four figures remain together at the top of the workspace.
Keep the source with the decision.
The Source tab keeps the detail behind that headline. The line identifies the frame work, the project code and the purchase order. The recorded approval identifies the construction supervisor responsible for the decision. The invoice summary is a view of the recorded data. This example has no original invoice attachment, so an original document is not being claimed here.
See who did what. And when.
Now look at Timeline. The record separates automatic events from the actions attributed to people. The opening history includes the invoice approval, then the Financial Controller’s schedule approval and service record, followed by the payment attributed to the Finance Officer and the Xero posting events. The actions and timestamps make the route through the transaction reviewable. The demonstration history was loaded for this walkthrough.
Approval and service have their own record.
In Schedule, version one records the full scheduled amount and a served timestamp, it also shows Mail status, Not queued, that matters, a recorded service event and an email sent by this application are different pieces of evidence, the invoice keeps them visible separately, here we are reviewing the opening schedule history, rather than sending a fresh notice to a subcontractor.
A recorded balance is only the beginning.
Open Payments for the same project, Trust cash shows one hundred and seventy six thousand, eight hundred and three dollars and sixty five cents, with eighty four thousand, three hundred and ninety five dollars and seventy cents committed to invoices, there is no recorded shortfall, but this account has no payment run yet, and its statement coverage is missing, those facts stay visible before anyone moves toward approval.
The next payment has to earn its way through.
For the next payment, the intended sequence is straightforward, a preparer builds and checks the run, the Financial Controller reviews it, then a different eligible C F O gives the final approval, only after the required checks can the team generate the bank file and record the bank’s upload and authorisation evidence, this short diagram explains that next step, it does not show a payment being executed from this demonstration account.
Resolve the hold where it belongs.
The reason for the hold is visible in the job itself, the trust account says Payments not allowed yet, and the subcontractor list says Cannot be paid yet, the required account notices and beneficiary checks still need attention, an earlier opening payment record does not make those controls disappear, this is how the workspace keeps the recorded history separate from permission to make the next payment.
A notice has an owner. And a due date.
Notices and advices brings the follow up into one place. The list identifies the notice, its recipient, due date and responsible role. Example Principal appears as the principal, while the regulator lodgement has its own preparation record and missing details to complete. This demonstration has outstanding notice work. The screen is a queue for that work, rather than evidence that a recipient has already received it.
The payment changes the outstanding position.
Return to the invoice’s Ledger tab, the beneficial interest and payment position now show the remaining eighty four thousand, three hundred and ninety five dollars and seventy cents, below them the journal preserves the original claim, the served schedule and the payment entry, the scheduled entitlement stays at the full amount, while the payment reduces what remains outstanding, so the original obligation and the settlement are both visible.
Follow the link into Xero.
The Xero bill link opens the matching record in Demo Company Australia. The supplier is the frame and truss supplier, the reference is invoice zero zero one, zero three, and the description carries the same project and frame work. Xero shows the same total, the same recorded partial payment and the same amount due. This is the connected accounting record, viewed directly in Xero.
Same invoice. Same remaining balance.
Read the two records together, one hundred and sixty eight thousand, seven hundred and ninety one dollars and forty cents in total, eighty four thousand, three hundred and ninety five dollars and seventy cents recorded as paid, and eighty four thousand, three hundred and ninety five dollars and seventy cents still due, matching those values checks the mirror between Deeby and Xero, bank statement reconciliation is a further check, with its own evidence.
Posting work stays visible too.
Back in Deeby, Xero postings shows the bills, payments and bank transactions accepted by the connected demo company, for the ten job portfolio, the retained verification covers one hundred and one accepted postings and all thirty five invoice balances, the Accounts list is available beside Postings for the tasks Accounts needs to complete, keeping integration follow up close to the records it affects.
The bank statement is the next check.
Now open Bank statements for Job zero zero one. This account has no imported statement coverage yet. The application calls that out before a run can pass its checks. The team can import a daily file, review matching and resolve exceptions against bank evidence. The Deeby and Xero amounts agree for our invoice, but that agreement alone is not a completed bank reconciliation.
Review the exact pack. Keep the exceptions visible.
Month end gathers the review into a versioned pack, the current September pack is awaiting review and reports that it does not tie, so the next action is to resolve the differences and complete the required review, rather than call it signed off, the workspace preserves the version, the reconciliation position and the review status together, giving the reviewer a concrete record to work through.
The records remain useful beyond the screen.
The records archive provides a way to carry the trust history outside the application, the screen offers readable records, original documents where held, data and a glossary, with custody and retention instructions alongside it, finance and reviewers can work from a retained evidence set, while missing originals and unfinished checks remain matters to resolve, the connected workflow ends with records that people can actually inspect.
The job. The people. The money. The record.
The value is the connected picture. Familiar residential projects, a substantial trade invoice, accountable actions, a visible payment position and a matching Xero record, with the remaining work clearly in view. From the first invoice to the evidence retained at month end, Deeby. Every transaction, accounted for.
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