Three ways receipts reach XBert
Once a client has Receipt Capture switched on, receipts can reach XBert in three ways. However they're sent, they all land in Receipt Capture in the left-hand menu.
How it's sent | Best for | What XBert creates |
Add Receipt in XBert | Your team, when you already have the file | A bill or an expense. You choose. |
Email to the client's receipt email address | Anyone, including your team, your client and their suppliers | Always a bill |
XBert Capture app | Your client, as soon as they have a receipt | A bill or an expense, depending on the payment method they pick |
š” Emailed receipts always come in as bills
If a receipt has already been paid, add it yourself and choose Expense, or ask your client to send it from XBert Capture and pick the bank account it was paid from.
Before you start
The client must have Receipt Capture switched on.
š Read more here: How To: Turn On Receipt Capture for Your Clients
You don't need admin access to add receipts yourself. You do need it to find a client's receipt email address in Settings.
1. Add a receipt yourself
Click Quick Add (the + icon at the top of the screen), then Add Receipt.
On the Receipt Capture page, you can also click Add Receipt at the top.
Under Client, choose the client.
Only clients with Receipt Capture switched on appear here.
Under Publish as, choose Expense if it's already been paid, or Bill if it's still to be paid.
For an expense, choose the Bank account it was paid from.
This list shows the client's bank account payment methods. If it says None registered, set one up in Payment Methods, or add the receipt as a bill.
Under Attachments, drag your files in, or click browse.
You can add PNG, JPG or PDF files, up to 20MB each.
You can add several files at once. Each one becomes its own receipt.
Click Queue.
You'll see Documents queued successfully! and the window closes.
The Queue button stays greyed out until every step is done. Hover over it to see what's missing.
If you add a file that's already been sent in for your firm, it's marked Duplicate instead of being processed.
2. Send a receipt by email
Get the client's receipt email address.
Go to Settings > Receipt Capture > Settings and click the copy icon in the Receipt Email column.
Share it with anyone who'll send receipts for that client, such as your team, your client or their suppliers.
Forward the email with the receipt attached, or have suppliers send their invoices straight to that address.
It appears on the Receipt Capture page with the source Email.
Emails are ignored if the sender is blocked, or if Receipt Capture is switched off for the client.
š Read more here: How To: Block Sender Emails for Receipt Capture
Emails with more than one attachment
XBert reads every attachment. Each invoice or receipt becomes its own bill.
Other files in the same email, like terms and conditions, are attached to the bill as supporting documents when XBert can tell which bill they belong to. If it can't tell, they're left for you to check.
While XBert works through the email, those files show the status Awaiting grouping.
A receipt with extra files attached shows Includes N supporting document(s) on the Receipt Capture page.
To treat one of those files as a receipt of its own, open it and click Process separately or Promote to its own transaction.
3. Your client sends it from XBert Capture
Your client opens XBert Capture and taps the + button.
They choose Single Receipt or Multi Receipt, then take a photo or choose a file.
They pick a Payment Method.
If you've set a default, it's already selected, and they can pick a different one.
They can add a comment, then tap Send Receipt.
Their comment shows on your side as Client comment.
Your client needs XBert Capture switched on, and an invite from you.
š Read more here: Overview: XBert Capture
š Read more here: How To: Capture Receipts with the XBert Capture App
See where a receipt came from
On the Receipt Capture page, the Source column shows how each receipt was sent. XBert fills this in itself, and you can filter the page by it.
Source | What it means |
Connect | Someone at your firm added it with Add Receipt. |
It was sent to the client's receipt email address. | |
Mobile | Your client sent it from XBert Capture. This includes receipts sent from capture.xbert.io in a browser, not just from a phone. |
Web | Your client uploaded it another way, for example from the upload screen in XBert Capture on a large desktop screen. |
What happens after a receipt arrives
It appears on the Receipt Capture page as Queued, then Processing while XBert reads it.
Once it's Processed, XBert creates a Receipt Capture work item, set up the way you configured the Bill Agent and Bank Transaction Agent.
You check the details, make any changes, and publish it to your client's accounting software.
ā ļø Sent a receipt to the wrong client?
You can't move a receipt to a different client. XBert reads every receipt against that client's own accounting file, so it needs to be read again for the right client.
Delete the receipt from the Receipt Capture page, then add it again for the correct client.
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