What it does

Which accounting software does it work with?

Receipt Capture works with clients connected to:

Xero
QuickBooks Online
MYOB
FreeAgent

The client needs to be connected to XBert and have finished its first sync, because Receipt Capture reads their accounts, tax rates and contacts to code each receipt.

Clients on other accounting software, or with no connected ledger (such as Workflow AI or workflow-only clients), can't use it.

Some settings, like publishing bills as Approved and sending tracking categories, only work with Xero at the moment.

What does Receipt Capture do?

It reads your clients' receipts, bills and invoices. It works out the supplier, dates, totals, tax and lines, and predicts the coding based on how that client's ledger has been coded before. Your team checks it, then it's published, and XBert creates the transaction in the client's accounting software.

👉 Read more here: Overview: XBert Receipt Capture

What's the difference between Receipt Capture and XBert Capture?

Receipt Capture is your workspace inside XBert, where receipts are read, checked and published.
XBert Capture is a separate app your clients use to send receipts to you, on their phone or in a browser.

They're switched on separately.

👉 Read more here: Overview: XBert Capture

How do receipts get in?

You upload them in XBert, someone emails them to the client's receipt email address, or your client sends them from the XBert Capture app. Receipt Capture doesn't fetch documents from banks or suppliers on its own.

👉 Read more here: How To: Send Receipts to XBert

Where do receipts show up, and where do I work on them?

There are two places, and they do different jobs.

The Receipt Capture page is your overview. It lists every receipt sent in for your clients, however it arrived, so you can see at a glance where each one is up to: whether XBert has read it, where its work item has got to, and whether it's been published. Use it to keep an eye on everything coming in, or to find a particular receipt.
Your work list is where the work happens. Once XBert has read a receipt, it becomes a Receipt Capture work item on your work list, alongside everything else your team does day to day. It's assigned and given a due date like any other job, so checking and publishing receipts becomes part of your normal routine, not a separate queue to remember.

What do Stage and Status mean on the Receipt Capture page?

Stage shows how far XBert has got reading the receipt, for example Queued, Processing or Processed.
Status shows where its work item is up to, using your firm's own work item statuses.

👉 Read more here: How To: Read the Receipt Capture List

What can it create in the ledger?

Every receipt becomes one of two things: a bill if it's still to be paid, or an expense if it's already been paid. What that looks like depends on the client's accounting software:

Accounting software	A bill becomes	Draft or Approved?	An expense becomes	Receipt attached?
Xero	A bill	Your choice: Draft (the default) Approved	A Spend Money transaction	✅ Yes
QuickBooks	A bill	Created as an open, unpaid bill	An expense	✅ Yes
MYOB	A purchase bill	Created as an open bill	A Spend Money transaction	✅ Yes
FreeAgent	A bill	Created as a live bill	An explained bank transaction	✅ Yes *

* FreeAgent only takes one attachment, sent along with the bill or expense itself. XBert sends the first file in the list, and any supporting documents don't make it to FreeAgent.

💡 Some things only work with Xero

Approved bills: choosing Draft or Approved only works for Xero clients. On other software, bills are created ready to pay.
Tracking categories: only sent to Xero.
FreeAgent expenses: an expense uses the first line of the receipt only, so a receipt with several lines becomes a single line.

Which regions is it available in?

Receipt Capture is available to every XBert firm, in every region. There are no country limits. The client needs to be on supported accounting software and connected to XBert.

Can it handle receipts in a different currency?

XBert reads the currency from each receipt. Receipts in your client's own currency work on every supported accounting software.

For receipts in a foreign currency:

Xero bills are sent with the receipt's currency, and Xero converts them at its own exchange rate. Your client's Xero plan needs multi-currency switched on, or Xero rejects the bill.
Everything else (Xero expenses, and receipts for QuickBooks, MYOB and FreeAgent): check the amount and currency carefully before you publish.

💡 Keeping foreign-currency receipts out of a publish rule

If you use a Publish with XBert rule, add the condition Currency equals your client's currency. Foreign-currency receipts then wait for your team to check them, and XBert won't publish them for you.

How does it handle GST, VAT and sales tax?

XBert predicts the tax rate for each line from the tax rates set up in your client's own accounting software, so it only uses rates that exist in their file.

When it publishes, XBert also checks the supplier's tax registration against the official register in Australia (ABN), the UK (VAT) and New Zealand (GST). In other countries this check isn't available, and the work item tells you the supplier's registration hasn't been verified. No action is needed.

What it doesn't do

Does publishing reconcile the bank feed?

No. XBert creates the bill or Spend Money transaction and attaches the receipt to it. Matching it against the bank feed is still done in your accounting software, the same way you do it now.

Will XBert publish anything without me?

Only if you tell it to. By default, a receipt becomes a transaction only when someone on your team clicks Publish.

If you set up a Publish with XBert rule, XBert publishes the receipts that match it, for example "Coles receipts under $500 for these clients". It runs the same checks as the Publish button. It stops and leaves the receipt for you if it finds a possible duplicate, or would need to create a new contact. Everything it does is recorded on the work item.

Can it handle credit notes?

No. Receipt Capture creates bills and expenses only, so enter credit notes in the ledger as you do now.

Can it handle supplier statements?

No. It reads a document and creates a transaction from it. Matching a statement against bills already in the ledger is a different job.

Is it a place to store all our documents?

No. Each receipt stays with its work item. If you delete the work item, the receipt goes with it. There's no separate document library.

Setting it up

Is there a fee per client?

No. You can switch Receipt Capture on for every client with a connected ledger, with no per-client charge and no add-on to buy.

Do I need admin access?

Only for the settings. An admin has to switch Receipt Capture on for a client and set up things like payment methods and blocked senders. After that, anyone on your team can add receipts, check them and publish them.

Do I have to turn it on for every client?

Yes. It has to be switched on client by client, and receipts can't arrive for a client who isn't switched on.

You don't have to do them one at a time: Bulk Actions switches on as many clients as you pick in one go.

👉 Read more here: How To: Turn On Receipt Capture for Your Clients

Why is the toggle greyed out for a client?

Usually because they aren't connected to their accounting software yet, or they're still syncing after being connected. Receipt Capture reads a client's accounts, tax rates, contacts and bank accounts to code a receipt, so it waits for that.

Why does it say Beta?

Receipt Capture is available to every firm. The Beta label stays while we keep refining it with feedback from our users.

After you publish

What happens to the original receipt?

It's attached to the transaction XBert creates, so the paperwork sits with the record.

Can I change a receipt after it's been published?

Not in XBert. Once it's published, the Edit button goes. Make the change on the transaction in your accounting software instead.

If I delete a published receipt, does it disappear from the ledger too?

No. Deleting removes it from XBert, along with its work item and your client's copy in the app, but the transaction stays where it is. You'd need to delete that separately.

👉 Read more here: How To: Delete a Captured Receipt

XBert keeps coding a supplier the wrong way. Can I stop it?

Yes. Add a memory for that supplier and XBert takes it into account next time, instead of you making the same correction on every receipt.

What's next

👉 How To: Turn On Receipt Capture for Your Clients

👉 How To: Send Receipts to XBert

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

FAQs: XBert Receipt Capture