XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: New Zealand only
Risk Type: Cash Flow Risk
Business Function: Sales
Overview
This XBert lets you know when you have an open, unpaid invoice raised to a customer whose business has been removed from the New Zealand Companies Office register. A removed business has been struck off or dissolved, so an invoice owing from it may be difficult to collect. Spotting this early helps you protect your cash flow and keep your accounts receivable accurate.
What it does
XBert looks at your open sales invoices and matches each customer to its official record on the New Zealand Business Number (NZBN) register. It then checks whether that customer's business has been marked as removed, and whether the invoice was raised on or after the date the business was removed.
How it works
XBert raises this alert only when all of the following are true:
The invoice is still open and unpaid (a draft, submitted or authorised invoice with an amount still owing).
The customer has been confidently matched to an NZBN register record, using a strong match such as the customer's NZBN or GST number.
That register record shows the business status as removed.
The invoice date is on or after the date the business was removed from the register.
XBert deliberately ignores invoices that have already been fully paid, credited or settled, and it does not fire on invoices raised before the business was removed. It also only acts on customers it can match to the register with high confidence, so weak or uncertain matches are left out to avoid false alarms.
Example/Use Case
Mereana runs a stationery supplier in Wellington and raised an authorised invoice for $1,480 to Harbourside Cafe Ltd. The invoice is still unpaid. XBert matches Harbourside Cafe Ltd to its NZBN record and finds the business was removed from the register two weeks before the invoice was raised. XBert flags the invoice so Mereana can check the customer's status, follow up directly with the directors, and recover the amount owing before the company is fully wound up, rather than chasing a business that no longer exists.
Accounting software
Xero, MYOB and QuickBooks Online.
Which countries it supports
New Zealand only.
Processes
This XBert falls under the Sales (accounts receivable) area and helps you keep your customer records and amounts owing accurate. To resolve it:
Check the customer's current status on the NZBN register to confirm whether the business has genuinely been removed.
If the business has been wound up, contact the customer or its directors to arrange payment of the outstanding invoice before the business affairs are finalised.
If the customer is still trading and the match was incorrect, update the customer's record in your accounting software with the correct NZBN or business number so future matches are accurate.
If the invoice can no longer be collected, write it off or raise a credit note in line with your usual process.
Avoid raising new invoices to a business marked as removed unless you have confirmed there is a valid reason to do so.
Once the invoice has been actioned or the records corrected, mark the XBert as resolved.