Xero Bill life cycle

Xero Bill life cycle

Bill creation

There are several ways of creating Bills in ApprovalMax, please follow this link for details: How you can create Bills in ApprovalMax.

Bill-to-PO matching

The current Bill Approvers, Purchase Order Requesters and Administrators of an Organisation can match not yet approved Bills to Purchase Orders that have been approved but are not marked as Billed and state the same Currency and Supplier. You'll find more details on matching here: Bill-to-PO matching.

Bill approval and review process

When you submit a Bill for approval, it will run through the predefined workflow. Approvers in the first step who were also added as Reviewers can amend Bills during the approval flow. Only when all approvals for a Bill have been collected will it get pushed to Xero in the Awaiting Payment status.
Once all approvals are in place, Bills are pushed to Xero with the Awaiting Payment status and a detailed audit trail of the entire workflow as well as all attached documents.
ApprovalMax also supports a Batch Payment creation and approval process. All approved Bills in the Awaiting Payment status can be included in a Batch Payment, which will run through the predefined workflow. Once all approvals are in place, the Batch Payment is pushed to Xero and those Bills that have been fully paid change their status to Paid.

Alternatively, you can add a payment to such Bills in Xero to change the Bills' status to Paid. This new status will then get synced to ApprovalMax as described in: How often is data synced with Xero?

    • Related Articles

    • Xero Purchase Order life cycle

      Purchase Order creation There are two ways of creating Purchase Orders for authorisation in ApprovalMax; they can either be created directly in ApprovalMax or get pulled from Xero. Purchase Order approval When you submit a Purchase Order for ...
    • How do accountants get notified about Bill approvals? (Xero)

      It is possible to configure ApprovalMax to make sure that notifications about the most important events regarding a Bill are sent to a particular email address. Unfortunately, it is not possible to configure ApprovalMax in a way that the person who ...
    • How does the approval of Xero Bills work?

      ApprovalMax enables multi-step approval workflows for Xero Bills. This is how it works: Bills are created and submitted for approval in Xero, ApprovalMax or Dext. ApprovalMax pulls these Bills including all relevant details and starts the multi-step ...
    • Why are Bills not getting pulled from Xero to ApprovalMax?

      If you have created a Bill in Xero and it doesn't show in ApprovalMax after 30 minutes, please follow these steps: Check if the respective workflow is active. Check that all Bills in Xero have actually been submitted for approval. Click on the update ...
    • How to copy Xero Purchase Orders to a Bill

      ApprovalMax allows Purchase Order Requesters to copy fully approved Purchase Orders to Bills. Please note: the Purchase Order Requester needs to be added also as a Bill Requester in the "Bill creation, review and approval" workflow. This is how it ...