How to create Xero Bills for approval in ApprovalMax
There are several options for creating Bills which are then run through the approval workflow in ApprovalMax. Each one has advantages as well as disadvantages, depending on your business needs. In general, we have five categories:
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Bill creation in Xero
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Bill creation via OCR tools
- Bill creation in ApprovalMax
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Bill creation via the direct integration between ApprovalMax and Dext
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Copy Bills from Purchase Orders in ApprovalMax
Bill creation in Xero
You can create Bills manually in Xero, or use Xero's Email-to-Bill function. Bills created in Xero must have the status Awaiting Approval, which enables ApprovalMax to pull them over for the approval workflow. Please also have a look at our two articles on How to set up pulling Bills from Xero
and How to pull Bills from Xero
.
Bill creation via OCR tools
ApprovalMax is compatible with any OCR tool, so you can choose the one you prefer. As long as the tool allows to create Bills in Xero with the status Awaiting Approval, ApprovalMax can process them. The OCR tools on the (incomplete) list below have proven to work well with ApprovalMax:
Bill creation via ApprovalMax Capture
ApprovalMax supports automated invoice upload and data recognition. This minimises the need for manual data entry, saves time and reduces the risk of errors.
Direct Dext to ApprovalMax integration
Integrating Dext with your ApprovalMax Bill workflow enables Dext to push cost items directly to ApprovalMax. ApprovalMax will then run them through the predefined Bill workflow and, after full authorisation, push them to Xero in the status Awaiting Payment.
For more details, please have a look at our information on the direct Dext to ApprovalMax integration.
Bill creation in ApprovalMax
You can add Requesters to the Bill Creation step:
All Requesters you add to the Create in ApprovalMax step in the Bill workflow get access to Bill creation in ApprovalMax by clicking on CREATE A REQUEST:
In your Organisation, select "Bill" and click on CREATE A REQUEST.
You can now enter the Bill details and even attach the original invoice as a file.
The Due Date of Xero Bills is adjusted automatically based on the Contact's payment terms.
When you submit a Bill for approval, it will run through the predefined workflow. Once all approvals are in place, the Bill will be pushed to Xero in the status Awaiting Payment and include a detailed audit trail of the entire workflow as well as all attached documents.
Copy Bills from Purchase Orders in ApprovalMax
ApprovalMax allows to copy Bills from approved Purchase Orders. For details please refer to
How to copy a Xero Purchase Order to a Bill
.
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