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How to Make an Invoice Payment

  • Updated

Make an invoice payment in Weel by emailing it in, uploading it manually, or importing bills from Xero; see Understanding How Invoice Payments Work on Weel for the full picture.

Steps

There are three ways to make an invoice payment in Weel: email it in, upload it manually from the Accounts Payable page, or import bills from Xero.

Email an invoice in

  1. Have your invoice ready as a PDF. Weel's email-in inbox only accepts PDF attachments, up to 5MB each, to avoid invoices being created from email signatures or other stray attachments. For other file types, use the Make a payment upload option instead, which accepts more formats.
  2. Open the Accounts Payable page.
  3. Click your email address to copy it.
  4. Open your own email inbox and compose a new email using that address as the recipient.
  5. Attach the invoice and click send. Weel processes any valid PDF attachments and quietly ignores the rest, with no error for those files. If none of the attachments are valid, no bill is created; you'll get an in-app notification if you're a recognised sender.
  6. Double check the details Weel extracted:
    • Supplier details, including bank details like BSB and account number, or for a BPAY bill, the biller code and reference number. If Weel finds a possible existing supplier match, you'll see it as an option alongside Create a new supplier, so pick the right one.
    • Invoice number
    • Amount
    • GST (some accounts see this as a Tax rate field instead, depending on your business's rollout)
    • Invoice date
    • Due date
  7. Under When, choose when the invoice should be paid:
    • Set automatic payment date: Weel pays the invoice automatically on the date you choose, once it's approved.
    • No scheduled payment date: once approved, the invoice moves to Ready to pay (if your business has Batch Payments), where you can pay it on its own or add it to a batch.
  8. Select the Budget the invoice should be paid from.
  9. Assign a Category to the invoice.
  10. Complete any other required fields.
  11. Click Save.

You can also share your custom email address with suppliers so they can send invoices directly into Weel.

Upload a payment from the Accounts Payable page

  1. Click the Make a payment button.
  2. Upload your invoice using Drag and drop or Choose a file, or click I don't have an invoice to enter the details manually.
  3. Weel extracts the invoice details for you. This upload option accepts PDF, JPEG, PNG, GIF, or TIFF files, unlike email-in, which is PDF only.
  4. Double check the same details as above: supplier details (including a BPAY biller code and reference number where relevant), invoice number, amount, GST or Tax rate, invoice date, and due date, and confirm the right supplier match if one is suggested.
  5. Under When, choose Set automatic payment date or No scheduled payment date, as above.
  6. Select the Budget the invoice should be paid from.
  7. Assign a Category to the invoice.
  8. Complete any other required fields.
  9. Click Save.

Import bills from Xero

  1. Click Import from Xero.
  2. Weel imports every eligible bill in Authorised status from Xero, in AUD only, into the Coding required stage, with supplier and bill details already filled in. Bills that are Draft or Awaiting Approval in Xero, in a different currency, already partly paid, recurring, or previously imported won't come through.
  3. For a new supplier, Xero needs the supplier's name, address, state, postcode, and bank account details filled in already, or that bill (and any bill queued after it in the same import) won't import; fix the supplier in Xero and re-run the import. If the supplier already exists in Weel, its saved details are used instead.
  4. Under When, choose Set automatic payment date or No scheduled payment date, as above.
  5. Select the Budget the invoice should be paid from.
  6. Click Save.

Updates you make in Weel to fields pre-populated from Xero won't sync back to Xero. See How to import bills from Xero for payment in Weel for the full detail on this method, including permissions and exact field requirements.

What happens next

Every invoice payment starts in a waiting-for-approval state and goes through your business's approval rules; creating one doesn't skip that step. If you're also an approver for the budget, many businesses route your own submission to a delegate approver automatically, though if self-approval isn't restricted you may approve it yourself. Either way, someone has to take an explicit approval action before it's paid. See How to Approve an Invoice for Payment.

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