Why choose Draft or Approved?
When you publish a receipt as a Bill, XBert creates the bill in your client's Xero file. You choose which state it arrives in:
Draft: the bill waits in Xero's Drafts, so someone can review and approve it in Xero before it's ready to pay.
Approved: the bill goes straight to Awaiting Payment in Xero, with no second review in Xero.
Every client starts on Draft. Choose Approved for clients where you're happy for your review in XBert to be the final check.
š” This only applies to bills in Xero
Expenses (Spend Money transactions) aren't affected, and the option doesn't appear for clients on other accounting software.
Before you start
You need admin access to change a client's default.
The client must use Xero and have Receipt Capture switched on.
š Read more here: How To: Turn On Receipt Capture for Your Clients
Set the default for a client
In the left-hand menu, click Settings.
Under Receipt Capture, click Settings.
Find the client using the search at the top.
In the Publish Bills As column, click Draft or Approved.
Hover over it and you'll see Approved bills go straight to Awaiting Payment in Xero - they will not wait in Drafts for another review.
The default applies to every bill for that client that hasn't been published yet, unless you've changed that receipt on its own.
If you see a dash instead of Draft and Approved, the client isn't on Xero or doesn't have Receipt Capture switched on.
Change it for a single receipt
You can change where one bill lands in Xero before it's published, without changing the client's default. You don't need admin access for this.
In the left-hand menu, click Receipt Capture.
Click the receipt to open the preview panel.
Next to To Xero as Draft, click Change to Approved.
You'll be asked Publish as approved? Click Publish as approved to confirm.
To switch back, click Change to Draft.
ā ļø You can't change this after the bill is published
The option disappears once the receipt has been published. To change the bill's status after that, do it in Xero.
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