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How Do I Approve Bills On Xero?

March 10, 2021
Bill Kimball

As David said above, this is the perfect use case for notifications. I develop the Outlook Integration Tools for Xero and it does some of what you’re looking for. It will automatically create Outlook tasks for things like expense claims awaiting approval/payment and purchase/sales invoices awaiting payment. Xero comes as a solution for growing businesses to reach a better future. It’s accounting software that meets the need of all business owners.

  • I have one similar to notify me when she moves it from draft to awaiting approval.
  • For instance, if you want to be reminded on a particular date or at a particular location, such as when you are near the bill payment outlet for the service providers.
  • This can, of course, be done manually by telling the person to approve a specific bill.
  • At the moment I am having to send an email to the director every time I have raised an invoice and need his approval before sending it out to the client.
  • Strong recommend Xero team need to add such features to loop e-mail for any actions in Xero.

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Please Xero can we set up notifications that advise us when an invoice has been created and needs approval, also when a draft quote has been created and needs to be sent. I prefer not to have to keep checking and refreshing all day to see if something new has been created by other admin staff that I need to authorize and/or send to our clients. the account mgr creates the PO approval in xero.

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Moreover, I’ll also show you how you can update any overpayments to the supplier in case you receive a refund from them or if you ask them to adjust your overpayment on your next invoice. My client would like there to be an option for when she submits a bill for approval, it sends an email out to the owner that a new bill is waiting. Is there a way to do this with the current features? It would be even better if there is a way to push the notification to slack. I tried to find API options, but have been unsuccessful.

Xero’s option allows bills to repeat and duplicate. Xero allows users to make a copy of the last bills and later it can be add or changes whenever it’s required. You also can assign to any cost that can afford to the most suitable customers when the bill is received. It prevents you from forgetting the bill as well as secure the profit margin. Xero reps say there are 4000+ requested features and imply bill reminders is way down the list.

See bills in draft, waiting for approval, or ready to be paid. See what bills are due and pay them on time. Enter Amount, Date on which the refund was paid and the bank account in which the refund was received in the Amount, Date and Paid To fields respectively and click the Add Refund button.

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Note that the crediting the accounts payables won’t double this account. The entry will just balance and nullify the debit of Accounts Payables that occurred when we accounted for the overpayment in the above step. If you want to allocate the overpayment to the invoice later or missed the notification for some reason, then don’t worry. You can open up the same notification by clicking “Credit This bill” link present at the lower part of the invoice. You can now see the overpayment in the Awaiting Payment section of the invoices with the overpayment recorded as a “” figure under the Due column. Fortunately for us, Xero helps us maintain the proper accounting of such overpayments so that when you draft your accounts, the numbers match up perfectly. Tied up cash means fewer funds to meet day to day expenses and even worse would be the situation when you’re not able to keep track of such overpayments.

Xero is getting more and more expensive and I am not seeing too many changes being introduced. Bill reminders should be the first thing on the developers to do list! Really disappointed that Xero is not listing to its customers. I hate looking at the bills every time I log in and when there is a bill that has a small amount for the only bill for that week it is hard to see on the Bill that need to pay section. The ability to set an email reminder for bills due the day before or a few days before would be brilliant.

This is so that the billing department doesn’t have to do all their work for the month in just one week. Without considering setting up auto-withdrawal for all your bills, this is the best way to simplify your bill payment process.

In both cases, you need to keep proper track of the overpayment right from the beginning or it will create confusion at the year-end. Even worse, messing up with the records would eventually tarnish your reputation among your customers.

Equipped with flexible features and various plan options, you don’t need to invest in another accounting program to help your business grows. All Xero invoicing and billing can be managed well with this software. Some bills like electricity aren’t due on the 20th and have discounts available when paid on the due date. Every so often I forget to check that our credit card is topped up enough for the payment. I would love to set a reminder the day before the bill is due on a bill like this to remind me to check so we don’t miss out on the discount. If it could be done automatically without input so that bills that have sent to xero connected companies or receipt bank this would be beneficial. A email reminder system on multiple functions in xero would be helpful.

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And my colleague shouldn’t have to prompt me when there are invoices awaiting approval. Please Xero – can we have notification via email or even widgit on desktop of invoices/bills awaiting approval. This would help us out a lot with POs, bills and expense claims. Maybe if you had a list of internal contacts on a drop-down list when managing purchases and expenses, you could select a person to be notified when you make changes, or something like that. Either way, notifications would really speed up our approvals and order turnaround time.

After opening the transaction, select Options and then Mark As Reconciled to reconcile your overpayment. If you create an overpayment from the Bank Feeds section we discussed above, then theres no need to reconcile the overpayment as its already reconciled right at the moment when it was created. Right beneath the overpayment window, you can enter information pertaining to the refund in the Make a Cash Refund section. This will take you to a new page where you can enter the amount from the total overpayment that you want to credit in Amount To Credit field. As you may notice in the image above, as soon as you select Overpayment, all the required information will update automatically. All you need to do is click the Save Transaction button and then the Reconcile button. You overpayment is now recorded in Xero.

Xero is packed with time-saving, secure, and reliable features that supporting business growth. Managing your bills and purchases in Xero accounting software helps you stay organised, stay on top of cashflow and pay your suppliers on time. Would be useful to have reminder emails automatically sent to company email address on account for Bills that are due or are coming due soon, much like reminder emails are sent to customers for past due invoices. Only set up payment reminders when you get into the habit of reconciling receipts daily. Chasing payment from customers that have already paid can tarnish your reputation. You can come back to this step once daily reconciliation is part of your routine.

Yes basic function as to when bill is due 1-3 days before, either by email or text message, so that bills get paid on time. Xero is marketed as beautiful accounting software, accounting software with everything you need to run your business beautifully. To really be these things, these changes need to be made.

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He created Part-Time Money® back in 2007 to share his advice on money, hold himself accountable (while paying off over $75k in debt), and to meet others passionate about moving toward financial independence. During the outage customers will be unable to access Xero Central, and therefore unable to raise cases. Customers will be able to raise email cases through Xero’s status page status.xero.com for the duration of the outage. This time has been chosen based on usage data which shows it will have the least impact for all our customers.

Here is what I am using to notify the bookkeeper once I approve it. I have one similar to notify me when she moves it from draft to awaiting approval. At the very least you should be responding to your customers and let them know where this fits within the development priorities. Xero, this product is not delivering customer value. Why don’t you listen to the voice of your customers and add this to your development priorities. Surely you can get through your backlog quicker than four years for something as simple and basic as this.

Enter Amount, Date on which the refund was paid and the bank account from which the refund was made in the Amount, Date and Paid From fields respectively. If you want to allocate the overpayment to the invoice later or missed the notification for some reason, then dont worry. You can open up the same notification by clicking Credit This Invoice link present at the lower part of the invoice.

Thats quite normal for businesses and honest business owners not only keep track of their own spending and income but also the funds of their customers. There are places to find more information when it comes to Customer Accounting and understanding it when it comes to business.

Getting paid quickly is crucial to any business. Setting up payment reminders and organising your credit control systems can help you to get paid faster.

Access all Xero features for 30 days, then decide which plan best suits your business. Instead of allocating credit to the invoice, you receive a refund from the supplier, in that case, you can reconcile the transaction directly from your bank feeds . Note that the overpayment won’t show up separately but it will show up as part of the larger sum that we receive from the customer. You will notice Xero displaying a notification of by how much total is out. A robust accounting system needs to be in place just to avoid these kinds of situations otherwise, in the long run, this could have a damaging effect on your overall cash flow position.

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The description field is mandatory, therefore, enter the description of this overpayment and click OK. Xero, realizing that the invoice has been overpaid will display a pop-up window asking you to enter the description and the Region .