Did you know that you can add email files directly into your Xero account, attaching invoices and electronic paperwork directly to your transactions.
If you receive an invoice in your inbox, you can just forward it directly to your unique Xero email forwarding address and it will show directly in file manager. This allows you to quickly deal with new invoices and receipts, or make it avaliable for your bookkeeper and accountant within Xero.
This feature is a simpler version of Hubdoc and is a good introduction to data capture if you haven't used it before. Once you're comfortable with how it works, learn more about the advanced functionality that Hubdoc provides.
Email bills to your organisation's unique email address to generate a draft bill. The bills must be an email attachment, and not embedded in the body of the email. HTML bills and e-invoices in the body of the email won't be accepted.
Xero will automatically generate and attach the emailed bill to a draft bill.
Xero uses your organisation’s base currency when creating the draft bill from the emailed bill. If your bill needs to be in a foreign currency, you’ll need to manually change the currency of the draft bill in Xero. To do this, you'll need to have a pricing plan with multicurrency included.
If Xero can read the emailed bill successfully, some fields – such as the Contact, Date, Total, Due Date, and Reference fields – will automatically populate. You’ll see a lightning bolt in the fields that have been automatically populated.
If you email multiple bills (up to 10) in a single email and Xero can read the bill successfully, separate bills are created in Xero.
The draft bill is set to Tax Inclusive, which overrides any organisation or contact defaults that are set. The correct tax amount will be calculated once an Account Code and Tax Rate rate are applied.
You can upload most standard file types into Xero, except executable, audio or video files. The maximum size is a total of 25MB per email. Accepted file types include:
Find and copy your Xero bills email address. You can find the Xero bills email address on any status tab in the Purchases overview page.
Once you've copied your Xero bills email address, forward any bills you've received from your suppliers to Xero.
8. (Optional) Make any changes you need and enter any missing details.
9. Click Save or Approve.
You can set up a rule in your email inbox settings to automatically forward emailed bills to your Xero organisation.
Some mail client servers reject emails sent to email addresses that include an exclamation mark. To remove an exclamation mark from your Xero bills email address, reset your files inbox email address.
If you’ve reset your files inbox email address, you need to update any auto-forward rules you've set up. This is because resetting your files email address also resets your bills email address.
Thanks for stopping by,
Charlotte & The Business Hut Team