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Manage you supplier invoices against your project using our Xero integration.
Manage you supplier invoices against your project using our Xero integration.

Import your bills from Xero

Natasha Tyrrell avatar
Written by Natasha Tyrrell
Updated over a week ago

Bill management with Xero for projects.

If you use Xero for your account and supplier invoices you can import your bills from Xero as soon as they are created. Only bills with a matching supplier in FieldInsight are imported. The supplier is matched by email address.

If you don't use Xero for bills You can still use Bill management by manually creating Bills in FieldInsight to track paper supplier Invoices, have a look at this article for Bill Management without Xero.

Bill management workflow chart

  1. Automatically import bills with matching suppliers to FieldInsight

  2. Bills appear in Sales under the Bills tab

  3. Link the Bill to the project and update the status

  4. Link bill to Purchase Order and update the status

  5. View profitability for the project in the Performance Report


Enable import of new bills from Xero to FieldInsight

Open Settings - Add-ons and click on the Edit settings button to edit the Xero settings. Select organisation to sync to. Check Pull new bills from Xero in the Document section to enable importing new bills from Xero to FieldInsight when they are created. Only bill from suppliers with a matching email address in FieldInsight will be imported. The bill status is also updated from Xero (for imported bills), so when the bill is marked as paid in Xero, the bill status is automatically updated in FieldInsight.

Make sure that the supplier email is the same in FieldInsight and Xero, Bills are imported only if a matching supplier email is found in FieldInsight

Check Pull new bills from Xero in Xero settings

Check Pull new bills from Xero in Xero settings

Bill imported from Xero will appear in the bill list under sales in the main menu. Click on the bill to open it and add the project

Add any details that you need to reference this bill in FieldInsight to the Xero reference field on the bill.

Bill reference in Xero

Bill reference in FieldInsight

If you can't see a bill in FieldInsight, have a look under Unimported bills - this shows all bills that didn't get imported from Xero

Link a bill to a job

Open the bill and click on the add job button in the inventory section.

Click the add link to add one job, use the search function to find he jobs to add. You can also select multiple jobs and click add selected jobs button to the right of the search.

Reconciling Purchase Orders to Bills

To link a bill to a purchase order, Click on Sales - Purchase Orders and open the Purchase Order that you want to reconcile. Click on the + bill button and select the bill to reconcile to this Purchase Order.

When all bills have been received, mark the Purchase Order as billed by changing the purchase order status to Bill received.

Project cost

Link the bill to a project, search and select the project in the Project dropdown

Approved Bills are added to the cost in the profit report. When all bills have been received and a Purchase order is marked as bill received the purchase order will no longer be added to the project cost.


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