The list below includes the frequently asked questions (FAQs) for Xero users.
Also please check out
FAQ for All Users (on account management – e.g. password reset, subscription)
If you have further questions, feel free to contact us.
Qa. What types of invoices does EzzyBills process? Where are the invoices going to appear in Xero?
EzzyBills can process purchase bills, receipts or sale invoices or purchase order. They can be scanned images, PDF files, emails (attachment, in-body, hyperlinks), or photo snaps. Or csv files, Excel, or Words.
By default all invoices and receipts will be exported to Xero as draft bills. EzzyBills settings, Exported Status, can be modified to choose “Awaiting Approval” or “Approved – Waiting for Payment”.
Qb. How to process sale invoices into Xero?
You will need to modify EzzyBills Settings ( find out how ).
Qc. Can I process receipts into Xero as Spend Money, instead of bills?
Yes, you can, you will need to email receipts over to EzzyBills and read this instruction link on email address to use: Spend Money .
Qd. Can I approve the invoices before EzzyBills exporting them to Xero?
If you need to hold off the invoices in EzzyBills and wait for your approval before sending them to Xero, you can do so by turn on the EzzyBills Settings – Enable Approval Workflow ( more on Approval Options).
Q1. How to get correct suppliers Find out more
Keep “Contact” data up to date in your XERO account for suppliers, with 1) a correct business number (ABN, GST, or VAT), and for some cases phone number, email or bank details.
Provide My ABN/GST/VAT number in EzzyBills user settings (so that your business will not be chosen as an supplier).
Q2. How to obtain correct GL codes Find out more
GL codes vary by company. We use your Xero suppliers’ data and invoice history to determine GL account codes . To have GL codes automated, you shall in Xero 1) keep suppliers’ contact data up to date, 2) include a ABN/GST/VAT number for each supplier, 3) provide a default GL account for purchase details, and 4) correct the GL code if it is wrong on an invoice (most likely from a new supplier) – it will be right next time for similar invoices.
Q3. How to ensure correct invoice numbers get extracted
We use your Xero suppliers’ data and invoice history to help find the correct invoice numbers. The success rate are generally very high. If a wrong invoice number is assigned, all you need to do is: correct this number in XERO and save. EzzyBills will do it right next time for invoices from this supplier.
Q4. How to obtain correct Purchase Order numbers Find out more
The PO number is extracted if available, and put in the “Reference” box in XERO behind the invoice number (invoice# | PO #). We rely on your invoice history and keywords to do so. Change it in XERO if it is not correct on an invoice; it shall be correctly extracted next time by EzzyBills for the same supplier. If you do not want to keep PO numbers, you can force EzzyBills not to extract it. more
Q5. How to upload Xero Import Files Find out more
EzzyBills supports upload of sale invoices with a Xero import file. A Xero import file is a csv file (containing comma separated values) that Xero allows you to import. The csv file may be generated when you use third party sale software. Each file contains data of sale invoices. more
Q6. How to set up a private connection to XERO Find out more
This option is seldom used. If you still need to use it for some reasons, click here to find out more
Q7. How to disconnect EzzyBills from one Xero company, and reconnect to another Xero company
1) Login into your Xero account, and disconnect Ezzybills from the current xero company (more) ; or click the blue button “Disconnect from Xero”, in the EzzyBills Settings window, under Advanced Options.
2) Back in the login window, upload an invoice to EzzyBills, then follow instructions to connect to the new company (more); or refresh the browser window, the “Send to Xero” button will turn into “Connect to Xero” button, which you click to reconnect to different Xero company.
3) Click the “Refresh GL” button in EzzyBills User Settings (so the cache gets cleared).
Q8. What does EzzyBills support for businesses not registered for GST or VAT?
For businesses not registered for GST/VAT, there is an option of use zero GST/VAT rate for all transactions regardless what are stated on the invoice.
“Convert Invoice to Tax Free” is an EzzyBills Setting, under Advanced Options. If it is ticked, we will export all bills as Tax Free to Xero. The invoice total will include the tax (but with tax code as tax free).