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This article is for small businesses who use Xero.

Overview

  • Add and approve bills in Xero using a web browser
  • If you're using multicurrency, you can also add bills in other currencies.

 

How it works

In your default currency, create a bill for the purchases that you’ve made. If you’re using multicurrency, you can also add bills in other currencies. Approve the bill to then apply payment or credit to it. 

To add and approve bills, you need one of the following user roles:

  • Adviser
  • Standard
  • Invoice only + purchases
  • Invoice only + approve & pay

If you have the invoice only + draft user role, you can add a draft bill but you can’t approve it.

 

Tip

You can add multiple draft bills at the same time with our import feature.

 

Add a bill

  1. In the Business menu, click Purchase overview.
  2. Click the arrow next to New and select Bill.
  3. Enter the information into the bill fields.
  4. Add the items you need to pay for. You can drag and drop the item lines to reorder them.

  5. (Optional) Click the file icon to upload items related to the bill.

    Image of the add file icon.

  6. (Optional) If you want a customer to pay for a billable expense, click Assign expenses to a customer.
  7. (Optional) If you use Xero Projects and have the projects standard or projects admin user role, click Assign expenses to a project to link the bill to a project. Start typing to search for a project, select the project and line items you want to link, then click Assign and OK.
  8. Save the bill, send it for approval, or approve it yourself.
  9. (Optional) Click Allocate and assign customer credit to the bill if you've approved it.
  10. (Optional) Click Add Note to enter additional information for the bill.

You can also add a bill from the create new icon Image of the plus icon. or from a contact's details.

 

Approve draft bills

  1. In the Business menu, select Purchase overview.
  2. Under Bills, click the Draft tile to view all draft bills.
  3. (Optional) Open bills to check their details and make changes before you approve them. Click Approve to approve a single bill.
  4. Select the checkbox next to one or more bills, then click Approve.
Keywords: Add, Approve, Bills, Xero