RCTI Automation

Pay owner-drivers, growers and contractors from the records you already keep, with RCTIs produced, sent and posted to Xero or MYOB

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  • 20+ years connecting business systems
  • Works with the accounting, job and CRM systems you already use
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Recipient-created tax invoices produced from delivery records

RCTIs Without the Paperwork

An RCTI (recipient-created tax invoice) is a tax invoice you, the buyer, issue on your supplier's behalf, instead of waiting for them to invoice you. New to them? Our plain-English explainer, What is an RCTI?, covers when you can issue one and what the written agreement must cover.

If you pay owner-drivers, growers or contractors by the load, tonne or hour, you probably issue RCTIs: you work out what each supplier is owed and send them the invoice. In many businesses that means days of work each pay cycle: pulling dockets or tickets together, applying rates and deductions in a spreadsheet, typing up each RCTI, then keying the same amounts into Xero or MYOB.

RCTI automation joins those steps up. The work records flow in from the systems that already hold them, your rates are applied the same way every time, each supplier gets an RCTI with the detail behind it, and the matching bills land in your accounting software ready to pay.

Built and supported by Kenomont, with 20+ years building business systems, including integration with weighbridge ticket data we have supported since 2015.

Sound Like Your Pay Cycle?

These are the signs that RCTIs are costing more time than they should.

  • Someone spends days each pay cycle working out what every driver, grower or contractor is owed
  • Rates, levies and deductions live in a spreadsheet that only one person fully understands
  • RCTIs are typed up in Word or Excel, then the same amounts are keyed into Xero or MYOB as bills
  • Suppliers query their payments and it takes hours to trace a figure back to the dockets
  • Nobody is sure every supplier’s RCTI agreement is current or that they are still registered for GST
  • Payments run late because the paperwork isn’t finished

Who Uses RCTIs

Any business that holds the records that set a supplier's price, and pays many suppliers the same way.

Transport and logistics

Owner-drivers and subcontract carriers paid per load, kilometre or hour, often with fuel levies, tolls and deductions.

Agriculture and grain

Growers paid on delivered tonnes and quality, with deductions, levies and split payments.

Forestry and timber

Harvest and haulage contractors and growers paid by the tonne from weighbridge tickets.

Recycling and materials

Suppliers of scrap, aggregates or other materials paid on weighed loads.

How RCTI Automation Works

We run the new process alongside your current one until the figures match.

1

Capture the work records

Tickets, dockets, consignments or timesheets come straight from the systems that record them, so nothing is retyped.

2

Apply your rates and rules

Rates per tonne, load, kilometre or hour, plus levies, deductions and adjustments, are set up once and applied the same way every time.

3

Produce and send each RCTI

Each supplier gets an RCTI for the period with the detail behind every line, sent by email and stored against their record.

4

Post the bills to Xero or MYOB

The matching bill is created in your accounting software, ready for your normal pay run, with GST coded correctly.

5

Keep the paperwork in order

Each supplier’s RCTI agreement and GST registration are tracked, and you are warned before an agreement lapses.

RCTI FAQs

A recipient-created tax invoice is a tax invoice the buyer issues on the supplier’s behalf. Instead of each owner-driver, grower or contractor sending you an invoice, you work out what they are owed and send them the invoice. It is common where the buyer holds the records that set the price, such as weighbridge tickets, delivery dockets or timesheets.

The ATO sets four conditions: you and the supplier are both registered for GST when the RCTI is issued; you have agreed in writing that you will issue RCTIs and they will not issue tax invoices; that agreement is current when you issue the RCTI; and the kind of supply is covered by the ATO’s Recipient Created Tax Invoice Determination 2023. Check your situation with your accountant. We build the system, not the tax advice.

Not built in. Xero has no recipient-created tax invoice feature; it is a long-running request on Xero’s product ideas forum. Businesses usually work around it with bills plus a separate invoice document, or with spreadsheets and Word templates. We automate that: the RCTI document goes to the supplier and the matching bill lands in Xero, from the same data.

Yes. The same approach works with MYOB: payments are calculated, RCTIs produced and sent, and the bills posted to MYOB so they can be paid in your normal pay run.

Wherever the work is recorded today: weighbridge tickets, delivery dockets, consignment or job systems, timesheets, or spreadsheets. If the records are only on paper, we look at capturing them first.

Usually not. We connect the systems you already use, add the calculation and RCTI steps, and post the results to your accounting software. If an existing product already handles your RCTIs well, we will tell you.

It depends on where the data lives, how many rate rules you have and how many suppliers you pay. We look at your current process first, then give you a fixed quote. The first conversation is a free initial chat.

Related: weighbridge integration, transport and logistics systems, agriculture and Xero and MYOB integration.

How Do You Pay Your Suppliers Today?

Tell us how RCTIs work in your business now. We'll tell you honestly whether automating them is worth it, and what it would take.

What happens next
  1. We read your message and reply within one business day.
  2. If it helps, we book a free chat (usually 30 minutes) about your systems and what you're trying to fix.
  3. You get an honest view: whether we can help, roughly what's involved, or who'd be a better fit.

Free initial chat. No sales pressure - if we're not the right fit, we'll say so.

Prefer to talk? Call 1300 470 091

Got a spec or files? Email [email protected]

Name, email and message are required. We reply within one business day.

Part of our guide: Construction Finance Systems Guide

See also

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