How to use Acoléa for invoice automation: a configuration guide

For Australian businesses juggling BAS lodgements, GST calculations, and ABN verifications, manual invoicing eats into time that could be spent serving customers or growing the operation. Acoléa, a tool developed by French software house Aricie, steps in as a flexible automation layer that handles the repetitive side of billing while you focus on the bigger picture. Whether you run a consultancy in Sydney, a tradie business in Brisbane, or a growing agency in Melbourne, the platform adapts to local compliance needs.

This configuration guide walks you through the practical steps to set up Acoléa for invoice automation. You will learn how to connect your data sources, design templates that reflect your brand, build reliable automation rules, and link the whole workflow with the accounting software you already use, such as Xero or MYOB. The goal is a smooth, repeatable process that keeps your records tidy and your end-of-financial-year reporting far less stressful.

Getting started with the Acoléa workspace

Once you log in for the first time, the dashboard presents a clean overview of your billing activity, pending approvals, and recent automation runs. Take a moment to fill in your organisation details, including your ABN, registered trading name, and the address that should appear on your invoices. Acoléa also lets you nominate a default currency, which you will want to set to AUD if your clients are local.

You can then invite your accountant or bookkeeper as a read-only user, a common setup for Australian businesses that outsource the compliance side while keeping operational control in-house. Spend a few minutes exploring the navigation before moving on, as this familiarity will save you time when configuring more advanced rules later.

Linking your data sources and connectors

Acoléa pulls information from a range of sources, including CRM systems, spreadsheets, time-tracking tools, and e-commerce platforms. Head to the connectors section and choose the applications you already use. If you track billable hours in a spreadsheet exported from your project management tool, the CSV import connector will handle that without fuss.

For businesses that handle sensitive customer data, the platform's role-based access controls let you decide who can view which records. This matters in Australia, where privacy obligations under the Privacy Act apply to any organisation with an annual turnover above AUD 3 million. Configuring these permissions early keeps your automation both efficient and compliant.

Designing invoice templates that match your brand

The template editor in Acoléa lets you build invoices from scratch or tweak ready-made layouts. Start by adding your logo, choosing typography that matches your brand, and confirming that the GST line item is clearly displayed. Australian customers expect to see the GST amount broken out separately, even for GST-inclusive prices, so make sure the template shows this clearly.

You can also add custom fields for purchase order numbers, project codes, or any reference your clients request. Once saved, these templates become available across all automation flows. If your business operates across multiple states, the editor supports regional variations, allowing you to apply different tax notes or contact details depending on where the client is based.

Setting up automation rules and triggers

Automation rules are where Acoléa starts saving real time. Open the rules engine and define triggers based on events such as a completed project, a signed timesheet, or a recurring monthly retainer. For each trigger, set the conditions and the resulting action, whether that is generating an invoice, sending it for approval, or dispatching it directly to the client.

Pay attention to approval thresholds, particularly for invoices above a certain value. Many companies in Australia require a second pair of eyes on transactions over AUD 10,000, and Acoléa supports multi-step approval flows out of the box. You can also schedule recurring billing for subscription-based clients, which removes the manual step entirely once the rule is in place.

Connecting Acoléa to your accounting software

Linking Acoléa to your accounting platform, such as Xero, MYOB, or QuickBooks, is where the real time gain happens. The integration syncs issued invoices, payments, and credit notes automatically, so your BAS data stays current without manual data entry. Head to the integrations tab, select your software, and authorise the connection using your usual login credentials.

Once linked, you can map Acoléa's chart of accounts to your accounting software's structure. This is particularly helpful around EOFY on 30 June, when reconciling accounts becomes a high-pressure task. Keeping the two systems aligned throughout the year removes much of that end-of-year stress.

Testing the workflow before going live

Before switching the automation on for real invoices, run a few test scenarios. Create a sample customer, generate an invoice using your template, and confirm that it flows correctly into your accounting software. Check that the GST calculation is accurate and that the payment terms reflect what you actually offer, typically 14, 30, or 45 days for Australian B2B transactions.

Also test the edge cases: partial payments, credit notes, and cancelled invoices. Acoléa handles each of these scenarios, but reviewing the behaviour now prevents awkward conversations with clients later. Once you are confident, activate the automation and let the platform take over the repetitive work.

Set aside a few minutes each week to review flagged exceptions and keep your records tidy. As your business grows, revisit your templates and rules every quarter to make sure they still fit how you operate. If you need a hand fine-tuning the setup or integrating additional tools, Aricie's team is ready to help, and getting invoice automation right is one of those investments that pays you back every single month. Reach out through the Aricie website to book a configuration session and put your invoicing on autopilot.