When configuring Review, Approval, or Auto-Approval steps in the Bill workflow for Xero-connected Organisations, Administrators can use Bill-to-PO Matching as a condition in the Review, Approval, and Auto-Approval matrices.
This allows Bills to be routed to specific Reviewers, Approvers, or automatically approved depending on whether the Bill is matched to a Purchase Order.
Bill-to-PO Matching can be combined with other matrix conditions, such as Vendor or Total amount.
To add a Bill-to-PO Matching condition:
In the left-hand menu, go to Approval workflows under Workflows and settings, then open the Bill workflow.
Click the Grid icon to open the matrix in the Review or Approval step. If you're configuring an Auto-Approval step, click Auto-Approval settings.
For Review and Approval steps
Find the Bill-to-PO Matching column in the matrix.
For each Reviewer or Approver, select one of the following conditions:
Not matched — the Bill is not matched to any Purchase Order.
Matched — the Bill is matched to a Purchase Order.
Any — matching status is ignored for this rule (default).
Click Done to save the matrix.
For Auto-Approval steps
Click Add Auto-Approval Rule, enter a rule name, and click OK.
In the Bill-to-PO Matching column, select the condition that should trigger automatic approval:
Not matched — the Bill is not matched to any Purchase Order.
Matched — the Bill is matched to a Purchase Order.
Any — matching status is ignored for this rule (default).
Click Done to save the matrix.
Update the workflow to apply your changes.
Example
In the example below, Bills that are matched to a Purchase Order with a Total amount under 500.00 GBP are automatically approved in the Auto-Approval step. Bills that are matched to a Purchase Order with a Total amount under 1,000.00 GBP are routed to Jessica Bell for review and approval. All other Bills are reviewed and approved by Jason Carter.
