EzzyBills User Guide
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Services
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- 00. Document types & uploading
- Attach the email body to a bill in your accounting software.
- Automated bill payment in Australia via the Bluechain app
- Download Invoice History
- Drobbox integration
- Email Forwarding to EzzyBills from Hubdoc
- Export to Google Drive
- EzzyBills Mobile Apps
- EzzyBills Web Applications
- Gmail auto-forwarding with a filter
- Gmail Sync
- Google Drive Integration
- Google Drive Integration for A Group
- How to Sync Office365 Email
- Office365 Email auto-forwarding with a filter
- Sync your Email account with EzzyBills
- Sync Your Gmail – GSuite Email – to EzzyBills
- Upload Email Alias
- Viewing, Searching and Approving invoices
- What EzzyBills can do for you?
- zip file
- Show All Articles ( 6 ) Collapse Articles
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- 1. Upload sale invoices
- 2. Customer identification
- 3. Sale invoice number
- Add "Detect Accounts Receivable Keyword" (optional)
- Alternative Name for Supplier/Customer matching
- Custom fields for sales invoices in QuickBooks
- Enable “Accounts Receivable Only” setting (optional)
- Invoice lines data extraction
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- Articles coming soon
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- Approval by admin (on Search/Approve)
- Approver only login (create "user" for approvers)
- Email approval
- Enable approval workflow
- Enable approval workflows (advanced)
- Enable workflow approval rules
- Expenses on corporate credit cards
- Use Case: Approval by Department
- Use Case: Finance team to approve, then one of the managers
- Use Case: Team leader, CFO and CEO Approval based on amounts
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Getting Started
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Xero
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- 06.1 Directly obtain tracking data from the invoice
- 06.2 Infer tracking data
- 06.4 Obtain tracking from Xero contacts
- 06.5 Extract tracking column data
- 06.6 Set tracking data during approval
- 06.7 Use delivery address as tracking
- 06.8 User to override tracking data - Default Tracking
- Use workflow to set tracking
- 00. Xero Integration
- 01. Get started for Xero users
- 02. Bills to Xero
- 02.1 Account codes on bills to Xero
- 03. Expense receipts to Xero
- 03.1 Expense receipts in foreign currency to Xero
- 04. Bills to match PO in Xero
- 04.1 Xero Export settings for PO matching
- 04.2 Receiving and Invoicing PO in Xero
- 05. Sales Invoices to Xero
- 06. Xero Tracking
- 07. Item invoices to Xero
- 08. Upload Purchase Orders to Xero
- 09. Credit Notes Processing
- 10. Disconnect & Reconnect to XERO
- 11. Log into EzzyBills from Xero
- 12. Additional File Attachment to Xero
- 13. Email Invoice with additional files to Xero
- Drobbox integration
- Employee Expense Claim
- Employee expense claims new features
- Expense Claim for Business Owners
- Expenses on corporate credit cards
- EzzyBills Mobile Apps
- Google Drive Integration
- Invoice lines data extraction
- Process Repeating invoices to Xero
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QuickBooks
- 00. QuickBooks Integration
- 01. Getting Started for QuickBooks users
- 02. Bills to QuickBooks
- 02.1 Account codes on bills to QuickBooks
- 03. Expense receipts to QuickBooks
- 04. Bills & matching PO to QuickBooks
- 05. Sales Invoices to QuickBooks
- 06. Track Class, Customer, Location or Project in QuickBooks
- 06.1 Tracking Project in QuickBooks
- 07. Product/Service Code Extraction (item codes)
- 08. Upload Purchase Orders
- 09. Credit Notes Processing
- 10. Disconnecting EzzyBills from QuickBooks
- Custom fields for sales invoices in QuickBooks
- Drobbox integration
- Employee Expense Claim
- Employee expense claims new features
- Expenses on corporate credit cards
- EzzyBills Mobile Apps
- Google Drive Integration
- Invoice lines data extraction
- Show All Articles ( 6 ) Collapse Articles
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MYOB
- 00. MYOB integration
- 01. Getting started for MYOB users
- 02. Bills to MYOB
- 02.1 Account codes on bills to MYOB
- 03. Scan expense receipts to MYOB
- 04. Bills & matching PO (MYOB)
- 05. Sale Invoices to MYOB
- 06. Job & Category Tracking for MYOB
- 07. Processing item invoices to MYOB
- 09. Credit Notes Processing
- 10. How to disconnect & reconnect to MYOB?
- 11. Emailing invoice files to MYOB In Tray
- Check PO received in MYOB
- Drobbox integration
- Employee Expense Claim
- Employee expense claims new features
- Expenses on corporate credit cards
- EzzyBills Mobile Apps
- Google Drive Integration
- Invoice File Get Attached in MYOB
- Invoice lines data extraction
- MYOB – how to change supplier in MYOB on a bill
- Show All Articles ( 7 ) Collapse Articles
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Custom Workflows
- An example on how to build a new EzzyBills workflow
- Check PO received in MYOB
- Combine Description and Discount Columns
- Create a custom table
- Create Sales invoices from Purchase order
- Enable approval workflows (advanced)
- Extract hyperlinks of invoices from a pdf statement file
- Price Adjustment Workflow
- Price Check workflow
- Price Check Workflow (setup)
- Processing foreign language invoices
- Statement Reconciliation Workflow
- Switch Workflow - a workflow task
- Use workflow to set tracking
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simPRO
- 01. Set up EzzyBills trial & Connect to simPRO
- 02. Bills data automation to simPRO
- 02.1 Fill an empty PO with items from invoices
- 02.2 Receipt a Description PO in simPRO
- 02.3 Check before exporting to simPRO
- 03. Process expenses directly to a job in simPRO
- 04. Process contractor invoices to simPRO
- 05. Credit notes to simPRO
- 06. Delivery Receipts to simPRO
- 08. Upload Purchase Orders
- 11. Expense approval for simPRO users
- EzzyBills Mobile Apps
- Invoice lines data extraction
- Set up EzzyBills accounts for multiple simPRO companies
- What to do when PO matching is not found
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FAQs
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- Q19: What does EzzyBills export to your accounting software?
- Q20: How long is invoice data kept by EzzyBills?
- Q21: What document types does EzzyBills process?
- Q22: How to process Sale invoices?
- Q23: Can I process receipts as Spend Money, instead of bills?
- Q24: Can I approve invoices before EzzyBills exports them to my accounting software?
- Q25: What does EzzyBills support for businesses not registered for GST or VAT?
- Q26: How to not process duplicate bills and sale invoices?
- Q27: Does EzzyBills support multiple currencies?
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- Q55: How to review bills or expenses in QuickBooks?
- Q56: How to match the correct suppliers in QuickBooks?
- Q57: What does EzzyBills support for QuickBooks Online Simple Start?
- Q58: How to use the QuickBooks payment system, with EzzyBills invoice automation?
- Q59: How to extract double tax rates from Canadian invoices?
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- Q31: How to ensure the correct suppliers are chosen?
- Q32: How to fix supplier matching issue?
- Q33: How to ensure correct GL codes?
- Q34: How to ensure the correct invoice numbers are extracted?
- Q35: How to extract the correct Purchase Order numbers?
- Q36: How to obtain the correct invoice date?
- Q37: How to handle invoice due date?
- Q38: How to enable or disable invoice lines?
- Q39: What is an EzzyBills DocID number?
- Q40: How to trouble shoot item invoices?
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- Q 1: I cannot login - forgot user name or password?
- Q 2: How to change my password?
- Q 3: What is my EzzyBills sign-up email and how can I change it?
- Q 4: Can I change my username and upload email address?
- Q 5: How to find out my subscription details, usage, expiry date and invoices?
- Q 6: How to pay/renew subscription, and update payment card details?
- Q 7: How to cancel automatic subscription renewal?
- Q 8: Can I delete an EzzyBills account?
- Q 9: What personal data does EzzyBills collect?
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User Interface
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- Articles coming soon
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Netsuite
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DEAR Inventory
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Triumph
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Tidy
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API
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Integrations
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Trouble Shooting
Use Case: Team leader, CFO and CEO Approval based on amounts
In this use case, a business has different approvers based on the invoice amount.
For example, the team leaders (for example the finance department team leader) will approve all the invoices within their own team.
But in addition to this,
- for invoices that are over $1000 the CFO will also approve them, and
- for invoices that are over $5000, the CEO will approve them.
I. Set up teams in EzzyBills
- Go to Settings > “Approval & Expenses” tab
- In the “List of Users/Approvers” table you can set up approvers for each team/department (screenshot below)
- Click “+Add approver” below the table. Enter a short name of the team in the 1st column and enter the team leader’s email in the 2nd column.
- Click “save changes” just under the table. Once saved, EzzyBills will generate a unique “Upload Email” for each department.
- Repeat the steps above for each department.

Please note that in the table above, only one approver per team is listed. If more than one person is required to approve, such as the CEO needs to approve if the amount is over $5000, you can “Enable Approval Workflow” in the Settings to add additional levels of approval. This is explained further below.
II. Set up two-level approval workflows for CFO and CEO
- Go to your EzzyBills settings and click the “Approval & Expenses” tab at the top.
- Tick the “Enable Approval Workflow”. Tick “Two level approval”.
- Provide the default approver emails for level 1 and level 2 (screenshot below): the CFO being the 1st-level approver and the CEO being the 2nd-level approver.

2) Create approval rules based on invoice amounts
- Click on “Workflow” on the left menu on your EzzyBill’s account
- Click the “Submit Approval 1″. Approver 1 in this case is the CFO.

3. scroll down to the “Approval Rules“. Tick the top rule, click the blue text to enter “1000” as invoice amount. For this case if the invoice amount is greater than $1000, an approval email will be sent to the CFO. Then click “save settings“, under the approval rules. (see below for screenshot)

4. Now click the “Submit Approval 2″ workflow task. Approver 2 in this case is the CEO.

5. scroll down to the “Approval Rules“. Tick the top rule, click the blue text to enter “5000” as invoice amount. For this case if the invoice amount is greater than $5000, an approval email will be sent to the CEO. Then click “save settings“, under the approval rules. (see below for screenshot)

III. For employee: how to use it
For employees, to upload invoices & receipts, either
- forward the invoice/receipt to EzzyBills “Upload Email” that is generated in the table above.
- use the EzzyBills Mobile App (see below for more details) to scan paper invoices or receipts
How to use the EzzyBills Mobile App to scan receipts?
- Search “EzzyBills” to down and install EzzyBills Mobile App. Login using QR codes, which should have been sent to you by your EzzyBills admin.
- Click the “Gear Box” – add Alias Name, which is the “Name” field in the List of Approvers table in EzzyBills Settings, for that department (eg. Finance)
- (back on the main page) click “Scan Now” to scan receipts using EzzyBills App.
- This will send the invoice to be approved by the department head (listed in the “Approver Email”)

IV. Approval requests
For each document uploaded:
- Based on email alias or the Alias setting on EzzyBills Mobile App, the corresponding team leader will receive the email approval first.
- After the team leader has approved, the CFO will receive the approval request if the amount is over $1000.
- After the CFO has approved, the CEO will receive the approval request if the amount is over $5000.
A sample email is provided below. Option to approve by one click of “Approve”, or click “Modify” to modify any data and then approve. Or click “All my approval” link below the buttons to open up a web portal to manage all approval requests to you.
