Receipt Capture is switched on client by client, so you choose exactly which clients use it. You can switch them on one at a time, or many at once with Bulk Actions.
💡 Set up your Receipt Capture work items first
Receipt Capture work items are created as soon as receipts start arriving, so it's easiest to set up who they go to and when they're due before you switch clients on. You can still apply changes to existing work items later.
👉 Read more here: How To: Customise and Configure Receipt Capture Work Items
Before you start
You need admin access. Every Receipt Capture settings page is admin only.
If you don't see Receipt Capture under Settings, contact our support team.
The client must be connected to their accounting software (Xero, MYOB, QuickBooks or FreeAgent) and have finished its first sync.
Check at: Settings > Clients > Connections
👉 Read more here: How To: Add Client Files
Turn Receipt Capture on for one client
In the left-hand menu, click Settings.
Under Receipt Capture, click Settings. You'll see a list of your clients.
Find the client using the search at the top.
In the Enabled column, click On.
The client's receipt email address appears in the Receipt Email column.
Turn Receipt Capture on for many clients at once
Bulk Actions changes a setting for as many clients as you like in one go. Nothing is saved until you've checked a summary of exactly what will change, and which clients will be skipped and why.
Step 1: Narrow the list
Bulk Actions starts with the clients the list is showing, so filter it first.
Go to Settings, then under Receipt Capture click Settings.
Use the advanced filters at the top:
Search finds clients by name
Client Groups picks a group
Filters has Receipt Capture On / Off, XBert Capture On / Off, and Ledger Connected / No Ledger Connected
For example, choose Receipt Capture Off and Ledger Connected to list every client who's ready but not switched on yet.
Step 2: Choose the clients
At the top right, click the Actions icon.
Every client the list was showing is ticked. Untick any you want to leave out.
Use Search clients... to find a client quickly.
The tick box at the top selects or clears every client shown.
The Receipt Capture, XBert Capture and Ledger columns show where each client is up to.
Click CONTINUE.
Step 3: Choose the change
Click the change you want to make:
Option | What it does |
Switch Receipt Capture on or off | Turns Receipt Capture on or off for every client you picked |
Publish bills as Draft or Approved | Xero clients with Receipt Capture on only. 👉 Read more here: How To: Choose Whether Bills Go to Xero as Draft or Approved |
Block a sender email | Ignores emails from that address for every client you picked. 👉 Read more here: How To: Block Sender Emails for Receipt Capture |
Unblock a sender email | Lets that email address through |
Step 4: Check and apply
At the top, choose the setting. On, Draft and similar are already picked for you, so check it's the one you want. For block or unblock, type the email address.
Check the summary. It shows:
how many clients will change
how many are already set, so nothing needs to happen for them
how many are skipped, and why. Click Show next to a reason to see those clients.
Click APPLY TO [number] CLIENTS. A progress bar shows each client being updated. Once it starts, it can't be cancelled.
When it's finished, you'll see how many clients changed. Click CLOSE and the list shows the new settings.
💡 You can still change clients one by one
The toggles on each row work just as before. For example, you can switch everyone on, then switch a few back off.
⚠️ Choosing Approved
Approved bills go straight to Awaiting Payment in Xero. They won't wait in Drafts for anyone to review them.
Copy the client's receipt email address
In the Receipt Email column, click the copy icon next to the address.
Hover over it and you'll see Copy receipt email address.
Share it with anyone who'll forward receipts for that client, whether that's your team or your client.
Each client has their own address, so receipts always land against the right client.
👉 Read more here: How To: Send Receipts to XBert
What else is on this page
Column | What it's for |
Receipt Email | The client's own address for forwarding receipts. It only shows once the client is switched on. |
Enabled | Switches Receipt Capture on or off for that client. |
XBert Capture | Read-only. Shows whether the client has the XBert Capture app switched on. Click the heading to sort by it. |
Publish Bills As | Xero clients only. Choose whether published bills go to Xero as Draft or Approved. |
Payment Methods | The options your client picks from when they send a receipt in XBert Capture. Under the number you'll see the default payment method's name, or Client chooses if there isn't one. |
Blocked Emails | Senders whose emails are ignored for that client. |
Payment Methods and Blocked Emails show a dash until the client is switched on.
If you can't switch a client on
What you see | What it means |
The Enabled toggle is greyed out while the client is syncing | The client hasn't finished its first sync. Wait for it to finish, then switch it on. It won't switch on by itself. |
Hovering over the toggle shows Connect an accounting ledger first | The client isn't connected to their accounting software. Connect it at Settings > Clients > Connections, then come back. |
A warning icon next to the receipt email: Receipts sent here cannot be published - no accounting ledger connected | The client was switched on but has no connected accounting file, so its receipts can't be published. Connect the file. |
If Bulk Actions skipped some clients
Bulk Actions only changes a client you could change with that client's own toggle. Anyone else is skipped, with one of these reasons:
Reason | What to do |
No accounting ledger connected | Connect that client's Xero, MYOB, QuickBooks or FreeAgent file first. 👉 Read more here: How To: Add Client Files |
Still completing its first sync | Wait for the sync to finish, then run Bulk Actions again. |
Draft or Approved is a Xero-only choice | Only Xero clients can publish bills as Draft or Approved. |
Receipt Capture is off | Switch Receipt Capture on for that client first. |
If a change doesn't save
When Bulk Actions finishes, any client that couldn't be updated is listed with the reason. The rest are still updated. Click RETRY FAILED to try just those clients again.
⚠️ Receipt Capture and XBert Capture are two separate switches
Turning Receipt Capture on doesn't give your client access to the XBert Capture app. Switch that on separately under Settings > XBert Capture > Settings. It has its own Bulk Actions too.
To find clients who have one but not the other, sort by the XBert Capture column, or filter by Receipt Capture On and XBert Capture Off.
👉 Read more here: How To: Turn On XBert Capture for Your Clients
Turning Receipt Capture off
In the Enabled column, click Off. To switch off many clients at once, use Bulk Actions and choose Off. Once it's off:
emails sent to that client's receipt email address are ignored
the client no longer appears when you add a receipt yourself
their XBert Capture app hides the + button and the Documents tab
Switching it off doesn't delete any receipts or Receipt Capture work items you already have.
What's next
👉 How To: Configure Payment Methods for Receipt Capture
👉 How To: Choose Whether Bills Go to Xero as Draft or Approved
👉 How To: Turn On XBert Capture for Your Clients
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