Export Documents to Xero and Find Exported Transactions

Last Updated on:April 27, 2024

This article will explain how to export documents to Xero using the Receipt Bot app and verify the created transactions.

Your Receipt Bot business must be connected to a Xero organization to export transactions to Xero. Please review the following help article for further details on connecting a business in Receipt Bot to Xero; Connect with Xero

Receipt Bot supported Transaction types for Xero

When a document is exported to Xero, Receipt Bot creates a new transaction based on the “Record As” field and attaches the uploaded file to the transaction.

Receipt Bot can create the following types of transactions in Xero for a purchase document:

Bill, recorded as an account payable transaction.
Bill & Payment, two transactions, a bill and a payment linked with the bill.
Credit Note, as an account payable adjustment transaction.
Spend Money as a bank payment transaction.

Receipt Bot can create the following types of transactions in Xero for a sale document:

Invoice, recorded as an account receivables transaction.
Invoice & Payment, two transactions, a sale invoice, and payment linked with the invoice.
Credit Note, recorded as a credit note of sales.
Received Money, recorded as a payment received from the customer.

Export documents to Xero

You can export your documents to Xero after a detailed review or in bulk.

Following are the options available in Receipt Bot to export documents:

Option 1 – Export data with a detailed review from the document details pop-up
Option 2 – Export data without review using the bulk export button
Option 3 – Export data with a brief review from the invoice summary grid

Option 1 – Export data with a detailed review from the document details pop-up

To export documents from the document detail pop-up, follow these steps:

Navigate to the Purchase/Sale invoice page
Click the document icon for the relevant invoice.
Review the extracted data and click the “Save & Export to Xero” button.

The selected document will be exported to Xero, and you can click the “View in Xero” button to review it.

Note: By default, the system exports the transactions in the base currency. If multi-currency is enabled in your Xero organization, you can select to export the document in the transaction currency using the “Export Currency” field.

Option 2 – Export multiple transactions using the bulk export button

Receipt Bot also allows you to export documents in bulk to save more time.

To export multiple documents in a single click, follow these steps:

Navigate to the Purchase/Sale invoice page.
Select the checkbox for the documents you want to export.
Click the “Export to Xero” button on the top-right side of the page.

All the selected documents will be exported to Xero, and the system will show a summary of transaction statuses received from Xero.

Note: You can export up to twenty-five (25) documents in a single group. Document export to Xero is time-consuming as it involves multiple internal validations and data sharing between the two software. Receipt Bot can take up to three minutes to export 25 transactions and files to Xero.

Option 3 – Export data with a brief review from the invoice summary grid

You can review the data consistency of the processed document from the summary grid and export them quickly using the grid export button.

To export documents using the grid export button, follow these steps:

Navigate to the Purchase/Sale invoice page.
Click the export icon for the document you want to export.

The selected document will be exported to Xero.

Finding exported documents in Xero

Once the documents are exported to Xero, you can easily view the transactions created in Xero using the direct view in the Xero button on the details pop-up.

To view a transaction in Xero, follow these steps:

Open the relevant business in the Xero app.
Open the Receipt Bot app in a new tab and navigate to the Purchase/Sale Invoice page.
Click the document icon for the relevant document you want in Xero.
Click the “View in Xero” button.

You will be navigated to the transaction created in Xero by Receipt Bot.

Note: Please ensure you are logged in to the relevant business in Xero before clicking the view button in Receipt Bot. The button will not link to the correct document if you are not logged in to the correct business.

If you cannot find the exported transaction using the view button, you can manually search for the documents in Xero.

You can find all the transactions exported as either “Bill”, “Bill & Payment”, or “Credit Note”on the “Bills to Pay” page in Xero.

For spend money transactions, you need to navigate to the relevant bank account in Xero to find the exported transaction in Xero.

For any document exported as an “Invoice”, “Invoice & Payment”, or “Credit Note”, it can be found on the “Invoices” page in Xero.

Editing and re-exporting documents after Export

After exporting the documents, you can edit and re-export the changes from Receipt Bot to Xero.

Suppose you exported a Bill transaction in Xero and later want to record that transaction as Spend Money; you can use the Edit and Re-export button to re-export the document to Xero with the correct document type.

You can follow these steps to edit and re-export a document:

Navigate to the Purchase/Sale Invoices page.
Navigate to the Exported tab.
Click the document icon for the invoice to be re-exported.
Click the “Edit & Re-export” button.
Change the “Record As” to Spend Money and assign a relevant payment method.
Click the “Save & Export to Xero” button.

The system will delete the bill from Xero created earlier and export a new Spend Money transaction.

Recreating the deleted transaction in Xero

If the transaction you created by Receipt Bot has been deleted in Xero, you can perform the following steps to re-create the transaction in Xero.

Navigate to the Purchase/Sale Invoices page.
Navigate to the Exported tab.
Click the document icon for the invoice to be re-created.
Click on the “Edit & Re-export” button.
Click “OK” to confirm creating a new transaction in Xero.
Click the “Save & Export to Xero” button.

The system will create a new transaction in Xero, and you can view it using the view in Xero button.

Enabling auto-export of invoices

You can also enable auto-export of your invoices to Xero so that you review them directly in your accounting software after uploading them to Receipt Bot.

Please read the following help article on enabling auto-export for any accounting software: Auto-export invoices to accounting software.

Resolving export-related error

Suppose the system cannot create or update a transaction while exporting documents to Xero. In that case, it will explain the issue that must be resolved to resume the process.

Following is an example of an error that may appear when exporting documents to Xero;

Please read the following help article on known errors that can appear when exporting documents: Review & resolve document & export errors.

If the issue is not resolved, you can contact the support team via email at hello@receipt-bot.com or via web chat.

Frequently Asked Questions

What will be the status of my exported invoices in Xero?

A: The status of your invoices will depend on the ‘Export Bill As’ setting from the Integration Data page.
You can export a document to Xero as Draft, Awaiting Approval or Awaiting Payment/Authorized.
By default, the document will be exported as “Awaiting Payment/Authorized.”