Documentation

You define the controls. ClaimGate checks the evidence. Humans handle the exceptions. ClaimGate checks your business documents against your own rules, not AI guesses. Upload the documents yourself, or connect Xero if you use it.

1. Get access

ClaimGate is available by invitation. Ask for access at partners@rolebird.co.nz and tell us which documents you check.

• Company administrators sign in with a Microsoft work account and multi-factor authentication (MFA).
• Staff will be able to sign in with Microsoft, Xero or another supported sign-in. Xero and other staff options are still being built.
• Your administrator's first sign-in creates a request. Once we approve it, your workspace is ready.
• Your administrator decides who else in your organisation can use it, and what they can do.

Sign-in set-up is still being finished. See Business sign-in for the steps and their status.

2. Add your documents

Upload the documents you want checked, such as supplier invoices. You don't need any other software.

Optional: connect Xero. If you use Xero, an administrator can choose Connect Xero, pick your organisation and approve read-only access to bills and their attachments. ClaimGate then checks each bill against the document attached to it.

• ClaimGate never creates, changes, approves or pays anything in Xero.
• You can disconnect at any time in ClaimGate, or under Xero > Settings > Connected apps.

3. Set your controls

Tell ClaimGate what a correct document looks like for your business: the fields that must be present, the formats they must use and the rules they must meet. For example, the supplier must be named, the total must be shown, and the currency must be NZD.

Prefer not to do it yourself? Rolebird can set up and fine-tune your rules for you as a paid service.

4. Check and review

Pick a document and run a check. Each requirement comes back as one of:

• Met: the document supports it, with the page and the exact text shown.
• Gap: the document doesn't meet your rule. A reviewer decides what happens next.
• Unresolved: ClaimGate can't be sure, so it asks a person rather than guessing.

Documents that look altered, or that contain hidden content, are flagged for review instead of being accepted. Notes your reviewers add are kept separate from the original evidence.

5. Plans

• Pilot: 50 uploaded documents for your business. The count doesn't reset each month.
• Xero connection: up to 10 bills a month for each connected Xero organisation.
• Larger volumes: by agreement. Talk to us.

Checking the same file again is free. A corrected file counts as a new document. Checks that can't be completed are not counted.

6. Your data

Before your business starts a pilot, we will confirm where its documents are processed, what account and operational records are kept, and how long they are kept. Don't send confidential documents until we have agreed those arrangements with you.

Connecting your software

An API for your own software is being prepared. See Developer API to register your interest.

7. Common questions

Which files can be checked? PDF documents up to 2 MB. Scanned or photographed documents are sent to a person for review.

Does ClaimGate approve or pay bills? No. It checks evidence and shows you what doesn't line up. Your team makes the decision.

What if a supplier's layout is different? Anything that doesn't match your controls goes to a reviewer. Your rules can be adjusted over time.

Help

Email partners@rolebird.co.nz with your company name, the time it happened and any message shown. Never send passwords or codes.