When an Out of Pocket Expense Claim is fully approved, ApprovalMax automatically creates a Bill in ApprovalMax based on the claim.
The Bill is created with an Approved status; it does not require a separate approval process.
Please note: The Xero Bill workflow must be enabled in your Organisation. If it is not, the Expense Claim will be automatically rejected after approval. See Why does sync to Xero fail for my Expense Claim for more details.
What gets copied to the Bill
The Bill is populated with the information from the approved Expense Claim:
Line items — all expense lines and mileage lines from the Expense Claim are copied across, including description, quantity, unit price, account, tax rate, and tracking categories.
Contact — set to the Employee on the Expense Claim.
Date — taken from the Expense Claim date.
Due date — resolved in order: the employee contact's bill payment terms → the organisation's bill payment terms → the last day of the Expense Claim's month.
Reference — automatically set to "based on EC {number}".
Note for approvers — automatically set to "Automatically created based on {Expense Claim name}". The original note from the Expense Claim is not copied.
Attachments — per-line receipts and any request-level attachments from the Expense Claim are copied to the Bill's Files section.
Once the Bill is finalised, an audit report PDF is generated and attached to the Bill. When the Bill is published to Xero, the audit report is pushed to Xero alongside it.
Linking between the Expense Claim and the Bill
The Expense Claim and the Bill are linked. From either document, you can navigate directly to the other:
On the Bill, click Open Expense Claim to open the source Expense Claim.
On the Expense Claim, click Open Bill in the linked requests panel to open the Bill.