The Sync Bills for Xero is a feature that allows you to sync any bills created using Aspire’s Bills feature directly to Xero. Aspire provides an end-to-end account payable in our Bills feature, which allows your business to create, approve and pay bills and also offers advanced features like OCR and customizable approval workflows.

With the Bills sync feature for Xero, you can also sync the bills with Xero and track your accounts payable without any additional effort!

You can sync any approved bills with Xero, specifically, the bills in status - Pending payment, Payment scheduled or Paid. For each synced bill, we will create a create a record in the Xero Bill-to-Pay module.

If you sync a bill that is yet to be paid, i.e. when if it is in Pending payment or Payment scheduled status, a bill will be created on Xero in Awaiting payment status.

If you sync a bill that is already in Paid status, the corresponding bill on Xero will also be created in Paid status.

If you sync a bill that is yet to be paid, ie and the payment is completed on Aspire, we will automatically update the payment details to the Awaiting payment bill on Xero. This bill will then automatically move to Paid status on Xero! You don’t have to manually update the payment details to Xero

Yes! Before syncing any bill with Xero, you will have the option to split the bill into its different line items and assign different accounting values to each line item.

You can access the bills sync feature by navigating to the Xero homepage under the Accounting section, in the left navigation pane.

Do note that you will need to have connected your Xero organization to be able to use this feature. To know how to do this, please refer to the Xero connection guide.

When you first click on the Sync expenses workflow, you will be asked to Map your Xero accounts.

You can set up a mapping between your Aspire categories and your Xero chart of accounts on this screen.
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Once you map a Xero account to an Aspire category, any bill in that category will automatically be linked to the mapped Xero account. You can always update the Xero account for any individual bill or update this mapping later.

The Bills sync workflow has three different sync statuses - Pending Review, Pending Sync, and Synced. You can switch between these tabs at any time.

Once you are on the Sync expenses homepage, you will be able to see the list of bills in Pending Review status. This will include all bills that are in Pending payment, Payment scheduled or Paid status in the Aspire Bills module.

You can click on any Bill to review and update all information about the bill, before syncing it with Xero. The attached bill document will be visible so that you can review and update any details easily.

You can update the following values in the Bill details panel:

You can also click on the "Add new line items" option, to split the bill into different line items. This will open up the line items pane, where you will be able to enter the different line items.

You can enter Description, Quantity, Unit price, Account, Tax rate and any tracking categories for each line item.

You can add as many line items or delete line items by selecting them using the checkboxes. If the total of the line items, does not align with the Bill amount, there will be an error shown as the Difference in the top right corner of the line items pane.

Once you fill in all mandatory information and adjust the line item prices to match the bill total, you can save all the details to return back to the bill details.

Once all details are reviewed, you can move this bill to the next status by clicking on the "Add to pending sync" button.

Once the bill is in Pending sync status, you can review all details once again and sync the bill with Xero. The bill will then move to the Synced status.

Once the payment is completed on Aspire for this bill, it will automatically be updated to Paid status on Xero as well.

If you haven't synced your bills from Aspire to Xero, you can still import them manually by following the steps by steps below: