XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: New Zealand only
Risk Type: Compliance Risk
Business Function: Contacts
Overview
This XBert finds a business in your contacts that is trading with you but has no GST number saved against it, where XBert has confidently identified the correct GST number for you. Adding the missing GST number keeps your contact records complete and your GST reporting accurate.
What it does
XBert reviews the businesses you transact with through bills, invoices and bank transactions. It looks for active contacts that have no GST number recorded, then compares each one against XBert's verified register of New Zealand businesses.
When XBert finds an exact GST number match for that business on the New Zealand Business Number (NZBN) register, it raises this XBert with the suggested GST number so you can add it to the contact.
How it works
This XBert fires when a business you have traded with since 1 January 2022 has no GST number saved in your accounting software, yet XBert has matched it to a registered New Zealand business with a confirmed GST number.
To keep the alert accurate and relevant, XBert deliberately ignores:
Contacts that already have a tax or GST number recorded.
Draft bills and invoices — only authorised or paid documents are considered.
Inactive or archived contacts.
Activity dated before 1 January 2022.
Staff and reimbursement contacts, so an employee is never matched to a merchant's GST number.
Known utility and marketplace payees (such as BPAY and eBay) and any business you have chosen to exclude.
XBert raises one alert per matched business, and includes a link to the NZBN register so you can confirm the details.
Example/Use Case
Marama, a bookkeeper, enters bills for her client's suppliers but often leaves the GST number field blank. One supplier, "Tidy Landscapes Ltd", has been paid $4,820 in GST-inclusive bills this year, but no GST number is saved in Xero.
XBert recognises the business and matches it to a verified GST number on the NZBN register. This XBert is raised so Marama can add the correct GST number to the contact, improving her data quality and protecting the client's GST credit claims at the next return.
Accounting software
This XBert runs on Xero, MYOB and QuickBooks Online.
Which countries it supports
New Zealand only.
Processes
This XBert relates to Contacts and helps you keep clean, reliable supplier and customer data. To resolve it:
Open the matched contact in your accounting software.
Check the GST number XBert has suggested, using the link to the NZBN register if you want to confirm it.
If the match is correct, add the GST number to the contact record.
If the business is not GST registered or the suggestion does not match, leave the contact as is and note the difference.
Once the contact is corrected, mark the XBert as resolved.
Keeping a GST number on every registered contact helps maintain accurate books, supports correct GST reporting and reduces the risk of errors at audit time.