XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: Australia only
Risk Type: Tax Risk
Business Function: Purchases
Overview
This XBert finds recent Australian supplier bills over $75 (excluding GST) that carry GST but have no supporting document attached. Keeping the original tax invoice on each bill is the evidence the ATO expects when you claim a GST credit, and it makes BAS preparation, reviews and audits far easier.
What it does
Each month, XBert scans the bills you have raised in your accounting software and groups together those that meet all of the following:
The bill amount (excluding GST) is over $75.
The bill includes GST greater than $0.
The bill has no document attached to it.
The bill is for an Australian business.
XBert raises one alert per month and shows the number of affected bills, their combined value and the total GST involved. This helps make sure documentary evidence exists for the GST credits you are claiming.
How it works
XBert looks at the bills you have raised over roughly the last three months and lists the ones that are over $75 (excluding GST), include GST, and have nothing attached. To keep the alert accurate and relevant, it deliberately leaves out several types of bill:
Draft, deleted and voided bills are ignored, because they are not finalised entries.
Recurring (repeating) bills are ignored, because these are typically standing arrangements without an individual invoice each time.
Bills at or under $75 (excluding GST), or with no GST, are ignored, as a supporting tax invoice is not required to claim a GST credit on them.
XBert checks for an actual attached document rather than relying on a "has attachment" setting, so a bill that genuinely has a tax invoice attached will not be flagged. As you add the missing documents, the count on the alert reduces and it resolves itself over time.
Example/Use Case
John from "John's Appliances" entered a $120 bill from ACME Suppliers a few weeks ago but forgot to attach the supplier's tax invoice. When his bookkeeper prepares the quarterly BAS, she cannot find the original document to confirm the GST credit. She has to stop and email ACME for a copy, which holds up the BAS. Had the invoice been attached to the bill when it was entered, it would have been there for anyone reviewing the accounts, and this XBert would never have flagged it.
Accounting software
This XBert runs across the major Australian accounting platforms, including Xero, MYOB and QuickBooks Online.
Which countries it supports
Australia only.
Processes
This XBert falls under the Purchases (AP) business area and supports GST compliance and audit readiness. To resolve it:
Open each bill listed in the alert in your accounting software.
Find the supplier's tax invoice for that bill (request a copy from the supplier if you no longer have it).
Attach the tax invoice to the bill record so the supporting document is stored against it.
Remember that for purchases over $75 (excluding GST), the ATO requires you to hold a valid tax invoice before you claim the GST credit, so keeping these documents on file protects your claims.
If attaching documents in your accounting software is not part of your process, you can file the alert instead.
Once the documents are attached, mark the XBert as resolved. XBert will also detect the new attachments and clear the alert automatically on the next sync.