Creating bills in ApprovalMax for Xero
ApprovalMax allows the creation of Xero bills directly in ApprovalMax. All relevant information such as supplier and inventory items are automatically synced from the respective Xero organisation, which ensures the same user experience as if working in Xero itself.
The newly created bills are automatically run through an authorisation process, which is based on the predefined approval workflow. When that has been completed, the authorised bills get pushed to Xero in the "Awaiting Payment" status.
Why use ApprovalMax for bill creation for Xero
A safe way for suppliers, contractors, etc. to create bills without accessing Xero
Proper and flexible authorisation process outside of Xero
Use of Xero data minimises errors and reduces effort for bill creation
Ability to create bills on the go, from any device
This is how it works
Bill creation
Bill-to-PO matching
Multi-step and multi-role authorisation
Approved bill
Bill creation
New bills are created via the "NEW REQUEST" button. Supplier information such as the address and contact details as well as inventory item data is pulled from Xero and entered automatically.
Bill to purchase order matching
For all bills with a corresponding purchase order there is the option to match bill and purchase order in ApprovalMax, which includes copying certain information such as the bill coding from the original purchase order. This step is optional.
Multi-step and multi-role authorisation
The automated approval workflow routes all new bills through a multi-step and multi-role authorisation process, which is based on one or several criteria like supplier, tracking category, amount, etc. pulled from Xero.
Approved bill
Once reviewed and authorised, bills are pushed to Xero in the "Awaiting Payment" status - ready to be paid and to be accounted for in the GL reports.
FAQ
Does the relevant information like tracking categories, supplier, account (GL code), etc. get pulled from Xero or do requesters have to add them manually in ApprovalMax?+
All the data required to create bills is automatically synced from Xero, there is no need to enter them manually.
Can bills be created and approved without accessing the Xero accounting software?+
Yes, there is no need to access Xero for the creation and approval of bills.
Is bill creation available in both the web and mobile app?+
Yes, bills can be created in either the web or mobile app. You can also add a scan or photo of the original invoice to the bill you have created using ApprovalMax.
When will the bill created in ApprovalMax appear in Xero?+
Bills created in ApprovalMax only appear in Xero in the "Awaiting Payment" status once they have been fully approved in ApprovalMax.
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