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Use default keyword

 

If your invoice contains “Sold To” or “Client” or “Invoice To”, then we will extract the Name near these keywords, and match it with one of your customers in your accounting software, or create one if there is no match.

Supply “Customer Keywords” in the Settings

You can provide Customer Keywords  in EzzyBills Setting: Settings -> Advanced Options ->
Customer Keywords. We will use these keywords to find the customer.  You can provide multiple keywords, separated by comma.

 

Name matching and alternative name

If your invoice does NOT contain these keywords, then we will search the top section of the invoice, looking for a name that matches one of your customer contacts. If your customer name does not match whatever on the invoice, you can put an alternative name/code in your accounting software. Find out how to use alternative name.

Use client address block 

If there is no customer keyword on your sale invoices, and you still want EzzyBills to create new clients, we are testing the use of top line in the client address block as the customer name.

To enable it, use “EXTRACT_FROM_ADDRESS” as the Customer Keywords in EzzyBills Settings  (under Advanced Options)

An example of such invoice is shown below:

Preventing my company being used

It is common to have your own organization in your accounting software contact list (such as Xero Contact, MYOB Cards …) and this name will likely appear on sale invoices. To prevent your company from being chosen you should

    • Add your business number (if you have one: ABN for Australia or GST for New Zealand or VAT number for UK, BRN for Singapore)  to your contact in your accounting software
      • (in Xero Contact, under Financial Details, then Tax or VAT or GST)
      • in QuickBooks Online, there is no business number field for a customer.)
      • (in MYOB Card list, under Selling Details,  then Tax ID Number)
    • Add your business number (if you have one) to your EzzyBills Settings for ABN/GST/VAT (screenshot below), or
    • Add your business name to your EzzyBills Settings for My Company Name  (a list of Xero Contacts, with comma separating) (screenshot below)

Use special field in the PDF

Alternatively, for a sale invoice in a PDF file, we search the file meta data for the customer: in the PDF title, extracting the customer name to right of “for”.

(to view meta data of the file opened in Adobe Reader, click File -> Properties)

160710_saleinvoice-meta_edit

note* EzzyBills will only connect to your accounting software to get your customer list once a week, so if you have just added new customer, please click “refresh GL” in your EzzyBills user settings.