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How to import bills from Xero for payment in Weel

  • Updated

Import authorised bills directly from Xero into Weel's Accounts Payable, with supplier and bill details filled in automatically so you can code and schedule payment without re-entering them by hand.

Before you start

  • You'll need an active Xero integration connected under Settings and the Edit all invoice payments permission; both are required for the Import from Xero option to appear. See Understanding Permissions to Import Bills from Xero.
  • This import only pulls AUD-currency bills, since supplier bank and address details are validated against Australian formats (BSB, Australian states).

How to import bills from Xero

  1. From Accounts Payable, click Import from Xero.
  2. Weel imports any eligible bill (see "Bills that can't be imported" below) into the Coding required stage, with supplier and bill details already filled in. A large import can take a moment to complete.
  3. Open a bill and review the pre-filled details. Fields that already have a value from Xero are locked; only fields Xero left blank are editable in Weel.
    • If a payment date is set, you'll see a reminder note to check the imported data before saving; it isn't a box you need to tick.
  4. Under When, choose Set automatic payment date to have Weel pay it automatically on a date you set, or leave it as No scheduled payment date to pay it manually or add it to a batch later.
  5. Select the Budget to pay from.
  6. Click Save.

Before importing: what each supplier in Xero needs

For a bill to import successfully, the supplier in Xero must have these fields filled in:

  • Supplier name
  • Street address
  • Suburb
  • State (a valid Australian state: NSW, VIC, QLD, WA, ACT, SA, NT, or TAS)
  • Postcode (4 digits or fewer)
  • Bank account details: BSB and account number, from Xero's combined BankAccountDetails field, split automatically

Xero also holds a separate field for the supplier's bank account name. Weel captures it if present, but it isn't a required field, so a supplier missing only their bank account name will still import fine.

If any of these are missing on a new supplier, that bill won't import. Because bills import in a single batch, any bills queued after it in the same run also won't be attempted until you fix the supplier and re-import. Weel needs these details to complete coding and submit the payment, and our payments provider requires them before a payout can be made.

If a supplier already exists in your Weel account (matched by their Xero record, or by name plus BSB and account number), Weel uses that existing Weel supplier record instead of re-checking the live Xero contact, so a bill can still import even if the Xero contact is currently missing one of these fields, as long as the matching Weel supplier record already has them.

To fix missing supplier details, update the supplier record in Xero, then click Import from Xero again. Bills you've already imported won't be duplicated.

Bills that can't be imported from Xero

The following bills won't be pulled in when you click Import from Xero:

  • Bills that aren't in Authorised status in Xero (Draft or Awaiting Approval bills aren't imported)
  • Bills for payments in a non-AUD currency
  • Bills with any amount already paid or allocated in Xero, including partial payments
  • Bills with recurring payments
  • Bills you've already imported into Weel previously

Note: updates you make in Weel to fields that were pre-populated from Xero, for example correcting a supplier's address, don't sync back to update the record in Xero.

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