Before you delete
Deleting a receipt is permanent. It removes the receipt from XBert, deletes its Receipt Capture work item, and can't be undone.
You'd usually delete a receipt when:
it's a duplicate you don't want processed
it went to the wrong client
it isn't a receipt at all, like a marketing email that was captured
it was a test.
š” Receipt sent to the wrong client?
You can't move a receipt to another client. Delete it, then send it in again under the correct client so XBert reads it against that client's ledger.
š Read more here: How To: Send Receipts to XBert
Delete a receipt from the Receipt Capture page
In the left-hand menu, click Receipt Capture.
Click the receipt in the list.
The preview panel opens on the right.
At the top of the panel, click the bin icon (Delete).
Check the file name in the Delete document? window, then click Delete.
Click Cancel if you've changed your mind.
The receipt disappears from the list straight away, for everyone on your team.
Delete a receipt from its work item
You don't have to go back to the Receipt Capture page. You can delete the receipt from its Receipt Capture work item instead.
Open the Receipt Capture work item.
At the top, click the receipt bin icon (Delete receipt).
Read the Delete receipt? window, then click Delete.
Both routes do exactly the same thing.
š” Delete the receipt, not the task
Use Delete receipt rather than deleting the work item as a task. Deleting the receipt clears both, so nothing is left behind on the Receipt Capture page.
What gets deleted
What | What happens |
The receipt | Comes off the Receipt Capture list, and the file itself is deleted. |
Its Receipt Capture work item | Deleted, along with its comments, logged time and history. |
Its audit trail | Deleted with the receipt, so there's no record of it left to look back on. |
Your client's copy | The receipt drops off the Documents list in their XBert Capture app. |
Its supporting documents | If you delete a bill that came in by email with other files attached to it, those files are deleted too. |
š Read more here: How To: Work With Emails That Have More Than One Attachment
What deleting doesn't do
ā ļø Deleting doesn't reach your accounting ledger
If the receipt has already been published, the bill or Spend Money transaction stays in Xero. You need to delete it in Xero as well.
XBert reminds you of this in the Delete receipt? window when the work item has already been completed.
It doesn't work the other way around either. If your client removes a receipt they sent from their own XBert Capture app, it stays on your Receipt Capture page until someone on your team deletes it here.
Who can delete a receipt
Anyone on your team who can see that client, and who has Receipt Capture turned on. It isn't limited to admins.
Receipt Capture also has to be switched on for that client.
The Delete receipt icon only shows on work items that came from a captured receipt.
š Read more here: How To: Turn On Receipt Capture for Your Clients
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