Bills In.
Bills Paid.
Books Right.
Paying supplier bills should not be the hard part of running your business. The trick is making sure the bill, proof, payment and bank transaction all stay connected.
Your part can be tiny: when a bill or receipt arrives, photograph it, forward it or download it and get it into Hubdoc or Dext. We streamline the processing where we can, check what automation cannot, and make sure paid bills actually finish in the right place in Xero.
You Do Not Need to Do Our Job. We Just Need the Bill.
Good accounts payable works because the business owner and the bookkeeper are not both doing the same work. You give the source document a home. We take care of the bookkeeping trail around it.
Get the evidence into the system.
- Email invoice? Forward the actual PDF.
- Paper receipt? Photograph it while you still have it.
- Supplier portal? Download the invoice and send the file.
- Approve genuine bills before money is released.
- Tell us about refunds, disputes, credits and part payments.
Build and protect the accounting trail.
- Use Hubdoc or Dext to streamline document capture.
- Check supplier, invoice, GST and coding.
- Make sure duplicate bills are not quietly created.
- Connect payments to the bill already sitting in Xero.
- Reconcile the bank and check the creditor balance makes sense.
This Is How We Want Every Supplier Bill to Travel.
No bouncing between inboxes, bank feeds and mystery transactions. One document. One trail. One result.
Same Bank Feed. Completely Different Amount of Work.
Pick what happened. This is the difference between a clean transaction and one we have to investigate.
Bunnings — $286.40
You photographed the tax invoice and sent it to Hubdoc or Dext when you made the purchase.
Beautiful. We probably do not need to ask you anything.
Bunnings — $286.40
Same bank payment. No invoice. Nothing in Hubdoc. Nothing in Dext.
Now we have to work out what was purchased, whether it was business, whether GST applies and where the evidence is.
Woolworths — $164
The groceries are personal, but they were paid on the business card. That means the transaction is now part of the books.
Supplier bill — $1,870
The supplier bill already exists in Xero, but the bank payment is entered again as a separate Spend Money transaction.
The expense can effectively be duplicated while the original bill still looks unpaid.
The Bank Payment Is Not the Tax Invoice.
A bank feed tells us money moved. It does not automatically tell us exactly what was purchased or give us all the information required to deal with GST correctly.
Including GST
If you are claiming a GST credit on a purchase costing more than $82.50 including GST, you generally need to hold a valid tax invoice.
Our easier rule is even simpler: if there is an invoice or receipt, send it in.
Once the Bills Are Right, Paying Them Can Be the Easy Part.
There is more than one sensible way to pay a supplier. The important thing is that the payment finishes against the bill that already exists in Xero.
Xero Online Bill Payments
Pay approved supplier bills through Xero where the feature suits
your organisation.
We can help prepare and manage the bookkeeping workflow while the appropriately authorised person keeps final payment authority.
Xero's eligibility, features and charges can change, so use Xero's current information rather than relying on an old fee table.
Xero Batch / ABA
Group approved bills together and move the payment information
into online banking.
The advantage is that the payment starts from bills already entered in Xero instead of someone re-keying a payment run from a pile of invoices.
The authorised person can still review and release the payment in the bank.
Manual Bank Payment
Still perfectly workable when you prefer to pay directly through the bank.
The important part comes afterwards: when the payment reaches the bank feed, it must be matched to the correct supplier bill rather than entered again as a brand-new expense.
Paid Does Not Mean Finished.
My Great Bookkeeper does not stop at “money left the bank.” We double-check that the accounting trail finished properly.
If Xero still says you owe the bill after you paid it, the job is not finished.
We want the bill, payment, supplier balance and bank account all telling the same story.
We Would Rather Reconcile Your Books Than Chase Your Receipts.
Clean trail
Receipt is already there. Supplier is clear. GST can be checked. Bill is matched. Bank is reconciled.
Less interruption. Less rework.
Missing proof
Search inboxes. Investigate bank references. Ask questions. Wait for replies. Re-open the transaction. Fix it later.
More bookkeeping time for the same payment.
That Is Really All We Need From You.
Capture it.
Photograph, forward or download the invoice or receipt.
Keep private private.
Where possible, keep personal spending out of the business account.
Approve it.
Confirm genuine bills before the money is released.
Tell us the weird stuff.
Refunds, credits, part payments, disputes and unusual transactions.
Clear Bills. Clear Evidence. Fewer Questions.
The bill arrives. The evidence follows. We streamline and check it. You control the payment. We make sure the books and bank agree.
Your business. Your numbers. Your story — clearly told.