EzzyBills UI Help

Dashboard > Advanced Upload

Advanced upload is used to upload document to non-default workflow or non-default document types. It can be used to split document.

Select Document Type or Workflow:

Select a “Document Type” or Workflow, and then upload.  You cannot select both. 

What if I want to choose document type & workflow? This can not be done here. You will have to set the document type on the workflow.

What if on a workflow, a different document type is set? The the document type set on a workflow will be used.

Document Split Options (coming soon):

If you want EzzyBills to split the PDF file that you will upload into multiple invoices, “one per page”, then choose this option.

What is “Let EzzyBills Decide”?  EzzyBills will check the setting under Settings > Accounting Settings > “Auto Separate”. If enabled, EzzyBills will use its algorithms to determine whether the document contains one invoice or multiple, and then split it accordingly.

What if I do not want EzzyBills to split the file?    1. Go to Settings > Accounting Settings, disable “Auto Separate”. Save Settings. 2. go back to “Advanced Upload”, and choose “Let EzzyBills Decide”.

Settings > Advanced options > Expense Approval Tables

These tables are NOT intended for registering all your approvers. There is no need to input approver information unless for the special cases listed below. The common thing of all these cases is that the approver is known by whoever upload the document.

Use Cases for the Four Tables

  1. Expense Claims: This table is for recording employee expense claims where the expenses have been paid using the employee’s personal funds.
  2. Company Credit Cards: Use this table for expenses paid via a company credit card or directly from a company bank account. The credit card or bank account should already be registered in your accounting software. For security purposes, only the last 4 digits are required, and these can be represented as a pseudo number in your accounting system.
  3. Departmental Approvers: This table is for scenarios where the document uploader knows who the approver will be, such as the departmental manager. Another common use case is when there are a small number of approvers within the company; their names are entered here, allowing the uploader to select the appropriate approver.
  4. Saved Approver List: This is a read-only table. EzzyBills uses this list to provide a selection of approver email addresses when the admin chooses the “Email Approval” option.

Table Data Fields

  1. Name: This is a crucial field. When using the EzzyBills Mobile App, enter this value in the app settings under “Alias Name” to to ensure the correct employee, company credit card, or approver is used.
  2. Upload Email:  This is a read-only field automatically generated by EzzyBills based on the “Name” field. It is used for email uploads.

Connect to Xero

To connect: Go to “Apps”, find the Xero icon, click “Connect” – follow the prompts to connect.

 

Best Practice

  1. Open a separate browser tab and login to your Xero.  On the top left, switch to the Xero company that you want to connect to.  The benefit is that you will know exactly company to connect to.

Trouble shooting

  1. Multiple EzzyBills accounts to connect to the same Xero company: This is allowed. In the next page in the company selection, you will notice it is grey out. But it is ok, click “Continue with # organisation”. [screenshot]
  2. If you have logged into Xero:  You will be asked to logged into your Xero and then choose a Xero organisation to connect.
  3. I could not connect: because you do not have the “admin” access right to the Xero company.
  4. Why my Xero has been disconnected? It is generally due to your team’s staff movement – the person who authorised the connection does not have the same Xero access right anymore. 

Dashboard Tabs Overview

The EzzyBills dashboard has 6 tabs above the table to help organize and manage uploaded documents:

1. Show All: This tab provides a comprehensive view of every document uploaded to your EzzyBills account. This includes invoices, receipts, credit notes, or any other files processed, regardless of their current status. It also shows the results of running any apps or creating AI tasks, apps, forms, etc.

2. Waiting Approval: Lists documents that are pending approval. These documents have been uploaded and processed but require manual approval based on your workflow settings.

3. Waiting Email Approval: When a document requires approval via email, it will remain in this tab until the designated approver takes action. This feature is particularly useful for businesses that rely on email-based approval processes, ensuring that all pending approvals are tracked and visible in one place.

4. Waiting Review: The tab lists documents that require post-export review. It was created specifically for QuickBooks users, allowing them to review invoices in EzzyBills after they have been exported to QuickBooks. It is rarely used by non-QuickBooks users.

5. Failed: The tab lists documents that could not be processed successfully due to issues such as duplicate receipts or system errors. Each document in this tab includes details about the reason for the failure, helping you identify and address the problem. You can easily restart the processing of failed documents by selecting the “Restart” button.  This tab does not include PO-check failures, which are included in the “In Progress” tab.

6. In Progress: This tab displays documents currently being processed or awaiting modifications due to issues like system delays or server load. These documents may require additional time for completion or may be stuck in a temporary processing state.

Dashboard Document Actions

In the dashboard, when you select a document, you’ll see a set of buttons at the top of the table and additional options in the three-dot menu at the end of the document row. These buttons vary depending on the document’s status:

  • For Completed, In Progress, or Failed Documents: You will see the options to Restart, Add Label, Clear Label, and Delete.
  • For Documents in Approval: In addition to Restart, Add Label, Clear Label, and Delete, you will also see Quick Approve, Send Email Approval, Cancel Email Approval, and Reject.

Buttons as described below:

  • Restart: Allows you to restart the document processing if it failed due to issues or errors that are now resolved (for example, your account was not connected to Xero, so the document failed to export to Xero. After reconnecting to Xero, restart the document processing).
  • Add Label: Enables you to assign a custom label to the document for easier categorization or filtering.
  • Clear Label: Removes any previously assigned labels from the document.
  • Delete: Permanently removes the document from the system, ensuring it is no longer accessible. It is a soft delete and you will be able to view them by selecting “Include Archived/Deleted” option.
  • Quick Approve: Approves the document immediately without any data modifications.
  • Send Email Approval: Sends an approval request to an email address.
  • Cancel Email Approval: Cancels a pending email approval request for the document.
  • Reject: Rejects the document during approval. This action can not be reverted.  If you want to reprocess the same document, upload it again.