What’s new in Stamparoo
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Stamparoo
Stamp it. Submit it. It's Sorted.
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Workspace—
Address—
View-only access. Your role is viewer — you can browse the ledger and vendor directory, but coding documents is disabled. Ask a workspace owner if you need to code.
1 AI reading
Upload a PDF or photo first — typed or scanned, Stamparoo reads it.
Coded from your history — review the fields, then confirm.
2 Invoice
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Page 1 of 1
CODED · STAMPAROO
REF—
GL—
OFC—
PRJ—
APPR—
DATE—
ABN—
GST—
Add individual stamps & highlights — optional; per-line-item codes or marking up the page
Need a separate code marked at a specific spot — e.g. a different cost centre for one line item? Place an individual stamp:
Tip: right‑click a stamp, or drag it off the page, to delete it. On GL stamps, the ⟲ icon re-checks that code by looking specifically at the page around it.
Highlight anything on the document yourself — click and drag over the area you want marked:
Tip: right‑click a highlight to erase just that one.
Turn this off if you only want individual field stamps below, with no red coding block.
Defaults to page 1. Individual field stamps can already go on any page — this is specifically for the main coding block.
Tip: drag the red stamp directly on the invoice to fine-tune its position.
3 Coding block
Document
AI thinks this might be a — that's not in your document types list.
Vendor
Vendor details — legal name, GST, address, contact · builds your vendor directory
Coding
Finish
4 Documents — every saved document; review, publish to Xero, file, and re-code from here
Pick a document on the left.
5 Vendor directory — unique vendors, built up automatically as you code invoices
No vendors captured yet. Coding your first invoice will create its first entry here.
R Documents for review — sent here manually when a separate person approves
Nothing awaiting review.
6 Settings — pick a category on the left; changes save with the button at the bottom
Appearance
Intake & files
Checking…
New invoices dropped in a SharePoint folder are read on a schedule — no computer needs to be on — and appear under Documents → To approve. Nothing is stamped, saved or sent to Xero until you approve it. Assessed files move to “Processed by Stamparoo / Assessed” inside that folder.
Checking…
Where new invoices arrive. The two destinations below are where a source file is moved once you've dealt with it — leave either blank to use a subfolder of the watch folder.
The intake log
stamparoo-intake-log.csv is written in the Processed folder.Coding rules
Document behaviour and approval routing. Your GL codes, Office and Project lists now live under Integrations — managed by Xero when connected, editable there when not.
Populates the Document type dropdown on the coding form. "Invoice" and "Credit Note" have specific built-in behaviour (green and red stamp colour respectively; "Statement" additionally gets the diagonal watermark and a relabelled date field) — renaming or removing them turns that behaviour off for whatever no longer matches. Anything else, including Receipt and Remittance, gets the blue stamp used for all other document types.
Each tier applies up to its amount; the last tier is the catch‑all for anything above.
Integrations
ABN verification is now managed centrally by your platform operator — the "Verify" button next to a vendor's ABN works automatically, with no GUID to configure here.
Connect Stamparoo to your Xero organisation to pull your chart of accounts & tracking categories (Xero becomes the source of truth for your GL/office lists) and push coded invoices back as bills with the stamped PDF attached.
Which of your Xero tracking categories should Office and Project map to on pushed bills?
These are what Stamparoo suggests from and validates against everywhere. When connected to Xero they come from your organisation (use Refresh from Xero above); when not connected, edit them here.
Adding a whole chart of accounts? Use Backup & restore configuration at the bottom of Settings to import them from a CSV in one go.
Manual GL import (fallback — only if you're not connecting to Xero)
If you don't connect to Xero, you can still pull GL codes in manually. When connected, your lists are managed by Xero and this is unnecessary.
In Xero: Accounting → Advanced → Chart of accounts → Export for GL codes. Needs at least a Code column and a Name column, comma-separated.
If you already hold a valid Xero OAuth access token and tenant ID (e.g. pulled via Xero's API Explorer or Postman), Stamparoo can try calling the API directly from your browser. This will very likely fail — Xero's API isn't designed to be called straight from a browser — but it's harmless to try, and falls back cleanly to Option A if blocked.
Email & notifications
⚠ You're viewing this inside an embedded preview (like Claude.ai's artifact panel) right now. Browsers block embedded pages from opening mailto: links or the share sheet as a security measure — so email testing will silently do nothing here, even though the same code works normally once deployed. Download the file and open it in a real browser tab, or host it, to actually test this feature.
Being upfront about what this can and can't do: there's no mail server behind a static page like this, so Stamparoo can't send email on its own. When you save with the checkbox ticked, it tries your browser's native share sheet first (Web Share API) — where supported, this hands the actual stamped PDF to whatever email app you pick, genuinely attached. Where that's not supported (notably Firefox, and older/desktop Safari), it falls back to opening a pre-filled email draft in your default mail app instead — but a plain email link can never attach a file automatically on any browser, so in that fallback case you'll need to attach the just-downloaded PDF yourself before hitting send.
Only the share sheet (mostly mobile) and the .eml file can actually attach the PDF for you — a plain mailto link cannot, on any browser. On desktop the .eml route is the one that arrives with the invoice attached; just double-click the downloaded .eml and hit Send.
Variables you can use in the subject or body — each gets replaced with that invoice's actual value when you save:
$VENDOR $DOC_TYPE $INVOICE_NUMBER $INVOICE_DATE $DUE_DATE $AMOUNT $GL_CODE $OFFICE $PROJECT_CODE $APPROVER $VENDOR_ABN $NOTES $FILENAME
$VENDOR $DOC_TYPE $INVOICE_NUMBER $INVOICE_DATE $DUE_DATE $AMOUNT $GL_CODE $OFFICE $PROJECT_CODE $APPROVER $VENDOR_ABN $NOTES $FILENAME
Backup & restore
Everything you've configured above lives only in this browser — it won't follow you to another device or survive clearing browser data. Download it as CSV to back it up, hand it to a colleague, or move it to a fresh install.
Captures every Settings value in one file — taxonomy, approval tiers, theme, default stamp position, panel widths, the lot. Download it here and upload it into any other Stamparoo instance (a different browser, device, or deployment) to make that instance match this one exactly.
Team & access
Your name
Shown as the approver on documents you approve — in place of your login email. Saved to your account only, not shared with the workspace.
Workspace members
Member codes invoices · Approver codes + approves · Viewer is read-only · Owner has full control.
Pending invitations
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Coding changes awaiting your approval
A team member coded a vendor differently from the established value. Approving replaces it for everyone; rejecting keeps the current value and stops it being asked again.
Decisions on your proposed coding
Logs
Recently processed — last 50
Click a row to see its full coded detail. Badge shows whether it was coded from local memory (no AI) or by AI.
Xero sync — errors & successes
Every push to Xero. Click a row to see the exact data sent and Xero's reply — the fastest way to see why a push was rejected.
Learned per vendor
Each vendor's dominant coding (what it auto-applies once seen 3+ times) plus the field labels and line-item wording captured for reading without AI. Forget clears a vendor's learning so it starts over.
Findings — what looked wrong, and where
Log anything that reads, places or codes differently from what you expected. The document, version and time are captured with it. Change a row's status as it is confirmed and fixed; Copy as table puts the whole list on the clipboard as a Markdown table.
No findings logged yet.
About & updates
Version —
Stamparoo for Windows
The desktop app adds a watch / pickup folder — point it at a folder and it auto-loads invoices, then moves each source into a Processed folder once it's coded. Native local file access a browser can't offer.
What's still on the roadmap: Stamparoo codes one document at a time — line‑item level coding for multi‑item invoices isn't here yet. There's no direct chart‑of‑accounts feed from your ERP (NetSuite/SAP/Xero/QuickBooks): you keep the GL, office and project lists in Settings, and the direct Xero push is experimental. Approvals happen in‑app today — email notifications to approvers are coming. And vendor de‑duplication is a straightforward name/ABN match, so near‑duplicate suppliers can still need the occasional manual merge.