03.2 Attach invoice/receipt files to reconciled bank transactions in Xero

This is new feature as of 11/2024.

Xero customers can create  “spend money” transactions directly from bank feeds, but without invoices or receipts attached.

With this new feature, you can now have EzzyBills attach receipts/bills files to these transactions (this works for all the bank accounts in your Xero).

How does this feature work?

Step 1: Setup Workflow in EzzyBills

• Go to EzzyBills > Workflows, duplicate appropriate workflow. Edit this workflow: rename it first.

• Add a new task to this workflow: Find the task “Xerobills Attach Invoice” from the task list, and drag/drop it to the workflow, below the “Extract” task. Click the Save button.

• Change the setting: Click the setting icon on the task “Xerobills Attach Invoice” and copy the text below and paste it in Setting box. Click Save Settings.

Here is the text that need to be copy into the setting box on the screenshot above.

{
  "state": 292,
  "keywords": [
    {
      "name": "TransactionType",
      "value": "SpendMoney"
    }
  ]
}

• Go back the main workflow page, and write down the unique EzzyBills Upload Email Address.

Step 2 : Reconcile Bank Transactions in Xero

1. Go to Xero > Bank Accounts.
2. Select the relevant account.
3. Navigate to the Reconcile tab.
4. Fill in the details in the right-hand section for the transaction that needs reconciliation.
5. Click the OK button

Step 3: Upload Bills/Receipts to EzzyBills

Upload the receipts or invoices to EzzyBills, using one of the options below:

• Email them to the unique EzzyBills workflow email address that you have just created it in Step 1, or
• Or, login EzzyBills, and choose Advanced Upload, select this new workflow, and upload the files, or
• scan receipts using EzzyBills Mobile App (before doing so, go to settings, enter”workflow.workflowname” in the mobile app setting for “Alias Name”. Make sure replace “workflowname” with the actual workflow name you created in Step 1).

After the invoice/receipt is uploaded,

• EzzyBills will automatically look for a reconciled transaction in Xero, with the exact amount, among all spend money transactions across multiple bank accounts.
• If no exact amount match is available, we will search for a transaction with a similar total (within 1%) and choose the one closest to the transaction date on the invoice/receipt.

 [Screenshot 1: on the EzzyBills Dashboard, If EzzyBills find a match, we will have “details” reads “Spend Money … attached to”]

[Screenshot 2: The transaction in Xero now has one file attachment]

If EzzyBills doesn’t find a matching transaction in Xero, the process will fail (screenshot below)

• You can manually retry by selecting the document and clicking Restart (or click Modify, then make the necessary changes). If the transaction amount or date is incorrect, click Modify to correct it.

• Additionally, EzzyBills will automatically retry every 12 hours.