Xero and QuickBooks: send approved invoices as bills

When an invoice check is approved, Macaaw can create the bill in your accounting system: the supplier, the lines, VAT, the approved amount and the invoice PDF. Nobody has to type it again.

Before you start

• Xero and QuickBooks Online are for Business workspaces with Invoice check. The owner or an admin connects them.
• Exporting needs the owner, admin or billing role, like the CSV export.
• Only approved checks are sent. A check waiting for a credit note is sent once it is approved.

How to connect Xero or QuickBooks

1. Open Integrations and choose Connect on Xero or QuickBooks Online.
2. Sign in and choose the organisation (Xero) or company (QuickBooks). The card shows its name.
3. Open Invoice check › Rules and, under Accounting export, choose:
   • When to send: When someone chooses Export, or As soon as a check is approved.
   • Account for bill lines and Tax rate, from the lists your accounting system gives.
   • Attach the invoice PDF.
4. Choose Save export settings.

How to export a check

1. Open an approved check.
2. Under the decision, choose Export to Xero or Export to QuickBooks.
3. The check shows Exported to … with Open in …, and its status becomes Exported.

A check is never sent twice: exporting again shows the same bill. If the same supplier invoice is already in your accounting system, Macaaw links to it instead of creating another.

How the bill is built

• Supplier: found by VAT number, then by name; created when it is missing.
• Lines: one line per invoice line with the approved amount (the matched amounts when you approved the matched amount), net of VAT, with your account and tax rate.
• Total: if the total in the accounting system differs from the approved amount by more than 2p (usually a tax rate), the check shows a warning.

If something goes wrong

• … refused the bill, followed by the accounting system's own message: fix the cause (for example the account code) in Rules or in the accounting system, then choose Try again.
• … needs reconnecting: choose Reconnect in Integrations.
• … is busy: when exports are sent on approval, Macaaw tries again automatically; otherwise choose Try again a minute later.