From the Signed Off tab in invitbox, press the Export to Xero button. Any bills that are in your Signed Off tab will be exported to Xero. If you do not want a bill to be exported you should return it to the previous tab before exporting bills in your Signed Off tab to Xero.
Accountancy Settings - Xero
Export invoices as
Because you have already used the invitbox approvals workflow prior to exporting to Xero, invitbox will automatically send your bills to Xero to the “Awaiting Payment” tab. You do not need to approve them in Xero once again, but you can choose to approve them in Xero once again.
However, if you wish you can set for all bills to be sent into Xero as requiring more approval - Awaiting Approval. Please see here for more information on how to change those settings.
Send attachment to Xero
When invitbox sends a bill into Xero, it sends a link along with the data, and in Xero this hyperlink creates a button called Go to invitbox. Clicking this opens a new tab on your browser showing you the original bill that is stored in the invitbox filing cabinet. For more information on this, click here.
However, you can also choose to send your bills into Xero as an attachment. If you choose to do this, invitbox will still send the hyperlink, but will send the attachment as well.
Notes and Tips
(a) After each export to Xero invitbox will automatically check for any new Contacts (Supplier Cards) that you have created in Xero that are not currently in invitbox and import them to invitbox accordingly.
Xero allows for 2 types of import that we will call
Item (bills that contain an item that already exists in Xero’s Inventory Items), and
Service (bills that do not).
For the moment, invitbox exports all bills to Xero as Service bills. What this means is that even if invitbox extracts product codes, quantities and unit prices, it will simply send to Xero the total value of the row, and the description of the item. Over the next number of months we will be working to allow for the exporting of product codes, quantities and unit prices to Xero.
(b) No purchase order number information will be sent to Xero as part of the invitbox export.
(c) When invitbox passes the supplier bill number to Xero it will be displayed in the “Reference” number field in Xero.
(d) Xero allows for duplicate bills to be received from the same supplier so please be careful not to approve and export the bill multiple times. Invitbox flags duplicates to you using the double red icon. If you see this icon in invitbox, click on it and invitbox will present to you where each bill is, allowing you to choose which one to delete.
(e) When invitbox passes bills to Xero, Xero will display the line items as excluding tax, and then apply tax to them.
(f) If an item or a service line on a bill attracts no tax, invitbox will send that element of the bill to Xero labeled with the tax-code “GST Free Expenses”
(g) When invitbox exports a due date to Xero, the due date sent to Xero from invitbox will over-write the default payment term settings within Xero.
Whenever there is a delay exporting (after clicking Export the screen continues to try to process the export & shows a little spinning circle), it's good practice to check in Xero whether the invoices did make it there or not. If they aren't in Xero you can try the export again, but not until you log out of Invitbox, close your page and re-open another. Please make sure you don't get impatient and try it repeatedly, just try once more. If it's still happening please contact the Invitbox support team & we will investigate what's causing the problem.
On very rare occasions there can be a break in the network at a crucial moment or an error occurring, which causes the invoices to remain in your Signed Off tab, but the invoices actually do make it into Xero. This can happen because Xero did not send the trigger to us that it's received them, so we keep them in your Signed off tab. If this ever happens you will need to contact us at email@example.com