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 edit 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?