Why set up payment methods?
Payment methods are the options your client picks from when they send a receipt in XBert Capture. The one they pick decides what XBert creates:
Bill / Invoice: XBert creates a bill, something your client still has to pay.
A bank account (named after the Xero bank account): XBert creates an expense (a Spend Money transaction) from that account.
The bank accounts you set up here are also the ones you can choose from under Bank account when you add an expense yourself.
š” XBert sets these up for you
XBert fills the list automatically with Bill / Invoice and one payment method for each active Xero bank account. You just need to check the list, choose a default and switch off anything your client doesn't use.
Before you start
You need admin access. Every Receipt Capture settings page is admin only.
The client must have Receipt Capture switched on. Until then, the Payment Methods column shows a dash.
š Read more here: How To: Turn On Receipt Capture for Your Clients
Open a client's payment methods
In the left-hand menu, click Settings.
Under Receipt Capture, click Settings.
Find the client using the search at the top.
In the Payment Methods column, click the number.
The Payment Methods for [client name] panel opens.
Under each payment method's name you'll see what it creates: Bill / Invoice, or the name of the Xero bank account.
If the panel says No payment methods configured for this client, click Initialise from Xero.
Set a default payment method
We recommend choosing a default for every client. It's already selected when your client sends a receipt in XBert Capture, and they can still pick a different payment method if they need to.
In the panel, click the star next to the payment method.
Hover over it and you'll see Set as default.
The payment method now shows a Default tag, and the top of the panel shows Default: [payment method].
Close the panel.
The default's name now shows under the number in the Payment Methods column. Clients without a default show Client chooses.
Each client can have one default. To remove it, click the star again (Remove default).
You can't make a payment method the default if:
it's switched off. You'll see Activate this payment method before making it the default.
its Xero bank account is archived or missing.
Manage your payment methods
To do this | How |
Rename | Click the name (Click to edit), type a name your client will recognise, then press Enter or click away to save. Press Esc to cancel. |
Reorder | Drag the grip handle on the left of a payment method up or down. |
Switch on or off | Click the tick button (Activate or Deactivate). A switched-off payment method stays in your list, but your client won't see it. |
Delete | Click the bin (Delete payment method). The payment methods XBert set up for you can't be deleted, so switch them off instead. |
ā ļø Keep at least one payment method switched on
If a client has none, they can't send receipts from XBert Capture. They'll see No payment methods are available for this business. Ask your bookkeeper to add one in Receipt Capture settings.
If a payment method needs repointing
What you see | What it means |
A warning at the top of the panel saying a payment method needs repointing, and a warning icon on that payment method | Its Xero bank account has been archived or can't be found. Your client won't see that payment method, and you can't make it the default. If it's the client's default, the warning says so. |
What's next
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io