SortKai is a Xero bookkeeping service for small and mid-sized businesses and accounting practices. Kai, our AI agent, is invited into your Xero organization as its own user, codes and reconciles your transactions every day, and a person signs off the books each month. You keep the subscription, the data and the final say.
Below is how the work fits Xero specifically: the invite, the user role, the Reconcile tab where most of the daily work lives, the History and notes report that shows who changed what, and the one thing to know before you ever remove a user.
By invitation from inside Xero. Anyone whose role includes the edit users permission can do it: click the organization name, choose Settings, then Users under General, and New user. You enter a name and email address, choose a user role, optionally adjust permissions by area such as Sales or Purchases, and click Send invite.
Three details from Xero's own help center are worth knowing:
SortKai sends you the exact email address and role to use as part of onboarding, which also covers the Xero connection, a chart-of-accounts map and the coding rules agreed for Kai.
Xero builds access from a user role plus task-specific permissions added on top. Two roles matter for bookkeeping:
| What the login needs to do | Standard user | Administrator |
|---|---|---|
| Reconcile bank statement lines | Yes, with the bank accounts permission (on by default, can be turned off) | Yes |
| Enter manual journals | Only if granted | Yes |
| Run and publish reports | Sales and purchases reports by default; can be widened to view all, but cannot publish (the Sales Tax Report excepted) | Yes, including reconciliation reports |
| Open the History and notes report | No | Yes |
| Invite or delete other users | Only with edit users | Yes, by default |
Xero's own guidance is that a business owner “might give your accountant or bookkeeper access and assign them the administrator user role.” (Xero's help-page address for this role still carries its older name, adviser.) A standard user with the right permissions can also do day-to-day bookkeeping. Which fits your organization is settled in onboarding; either way, access is limited to bookkeeping and every action is logged.
Xero describes bank reconciliation as confirming that all the transactions in your bank accounts are recorded in your accounting records. On the Reconcile tab, imported bank statement lines sit on the left and Xero transactions on the right, and each line is matched to an existing transaction, used to create a new one, or discussed with other users.
Xero helps with suggestions: a match against an existing invoice or bill, a transaction proposed by a bank rule, a “memory” suggestion based on a similar line reconciled before, or a machine-learning prediction shown in italics. Suggestions are a starting point, not an answer. This is how Kai handles that screen each day:
All bank, card and POS settlement accounts get reconciled so that, in Xero's words, the statement balance in Xero and the balance in Xero should be the same. Xero's reconciliation reports stay in your organization for your accountant to open. Then, by the tenth business day:
Xero keeps its audit trail in the History and notes report, found in the Accounting menu. Xero says each change is date-stamped and shows “which user made the change”, covering invoices, bills, contacts, inventory items, fixed assets and financial settings. You can filter by date, user and type, and export the result as PDF or Excel.
Because Kai has its own login, filtering by user shows exactly what it did. Two limits Xero states are worth knowing: only users with the administrator role can open the report, and it does not include changes to payroll transactions or expense claims.
SortKai keeps the books; it does not replace the people who use them.
For practices: if your firm looks after clients in Xero, your firm is SortKai's client: the practice reviews each reconciled trial balance and P&L before it goes to the business owner.
A user with edit users permission removes someone from Settings → Users: open the menu next to the user's name, choose Delete, and confirm. Xero notes the removed user is not notified.
Before deleting anyone, check who set up your bank feeds. Xero warns that “a Yodlee feed will deactivate if the user who set it up is deleted”, and the feed then has to be set up again. That is one reason bank feeds are best connected under the owner's own login.
Service is month to month, with no notice period, and your complete document archive goes with you when you leave. If SortKai set Xero up for you on a managed subscription, that subscription moves into your name on request.
Xero mechanics on this page come from Xero Central, Xero's official help center, opened September 24, 2026. Xero Central pages carry no update date.
SortKai is a bookkeeping service. Nothing on this page is tax or legal advice, and SortKai does not provide tax filing, payroll, audit or advisory services.
Kai joins your Xero organization as its own user, works the Reconcile tab daily, and a person signs the monthly close. Fixed monthly fee sized to your document volume, quoted in writing.
Not on the Xero side. Xero states it is free of charge to add users, including your accountant, to your organization. SortKai's own fee is separate: a fixed monthly fee sized to your document volume, quoted in writing.
Reconciling needs the administrator role or the standard role with the bank accounts permission. Only administrators can open the History and notes report, and a standard user needs extra permissions for manual journals and wider reports, so the right role depends on what the bookkeeper is asked to do. SortKai tells you which role to assign during onboarding.
Yes. Each user has their own login, so your accountant keeps their access alongside Kai's. They receive a reconciled trial balance and P&L each month and written answers to their questions about the books SortKai keeps.
Check who connected them first. Xero warns that a Yodlee feed deactivates if the user who set it up is deleted, and it then has to be set up again.
No. SortKai keeps the books only. Payroll, tax filing including sales tax returns, audit and CFO or advisory work are out of scope and stay with you or your accountant.
