ApprovalMax Pay Wallets make reconciling Bills in Xero seamless and straightforward. Once you complete a Batch Payment, Xero will show two entries — the Bill payment and the associated fee — both of which can be reconciled in just a few clicks.
How reconciliation works with Wallets
Once your Batch Payment has been paid in ApprovalMax, click the Open in Xero link next to a Bill:
This takes you directly to a Payment record created in Xero against each Bill:
If needed, you can also see all Payment records under the Account transactions tab of your Wallet’s bank account in Xero:
At the same time, ApprovalMax pushes a matching Bank Statement line into Xero, showing the payment outflow from each Wallet:
Go to the Reconcile tab in your Xero Bank Account to reconcile the Payment:
Xero will automatically suggest a match between the Payment record and the bank statement line. Review the details. If everything looks correct, click on OK.
In addition to reconciling the Bill payment itself, you’ll also need to reconcile the associated payment fee. In the Reconcile tab, for each Bill, you'll see an unmatched line with the fee amount:
In the Create tab. Fill in the following fields:
Who: set this to ApprovalMAx
What: choose the account you want the fees booked to (for example, 404 – Bank Fees).
Why: copy the description from the statement details (e.g., Payment fee for payment PAYM-XXXX).
Click OK to complete the reconciliation:
Troubleshooting
ApprovalMax needs specific permissions from Xero to push Wallet bank statement lines into Xero. If these permissions are missing, you’ll see Payment records created in Xero, but the corresponding bank statement entries won’t appear.
How to check:
Look at your Wallet card in ApprovalMax. If you see the label “Xero Bank account connected”, your Wallet is linked correctly.
If permissions are missing, ApprovalMax will display a warning message on the Wallet screen, the KYC submitted screen, or the Payment confirmation pop-up when paying with Wallets.
To resolve this:
Go to your Organisation settings and reconnect your Xero organisation. This will automatically grant all required permissions.