✅ What you can do
✅ What you can do
Can I send more than one receipt at once?
Yes, in all three ways:
Add Receipt: add several files at once. Each file becomes its own receipt.
Email: attach several files to one email. Each invoice or receipt becomes its own bill, and other files like terms and conditions are attached to the bill as supporting documents.
XBert Capture: your client can choose Multi Receipt. Each photo becomes its own receipt.
Can I email an invoice that's in the body of the email, not attached?
Yes. If an email has no attachments, XBert turns the email itself into a PDF and reads that.
What files can I add?
When you use Add Receipt, you can add PNG, JPG or PDF files, up to 20MB each.
Do I need admin access to send receipts?
No. Anyone in your team can use Add Receipt. You only need admin access to find a client's receipt email address in Settings.
Can my client add a note to a receipt?
Yes, when they send it from XBert Capture. They can add a comment before tapping Send Receipt, and it shows on your side as Client comment.
Does sending a receipt put it straight into the ledger?
Not on its own. XBert reads the receipt and creates a Receipt Capture work item for your team to check. It only becomes a bill or expense in your client's accounting software once it's published, either when someone on your team clicks Publish, or when it matches a Publish with XBert rule you've set up.
👉 Read more here: How To: Publish a Receipt
👉 Read more here: How To: Publish Receipts Automatically with an XBert Rule
What happens if the same receipt is sent twice?
Add Receipt: the second copy is marked Duplicate instead of being processed.
XBert Capture: your client sees This receipt has already been submitted for processing.
What if a photo doesn't have a receipt in it?
XBert won't create a bill from it. The receipt shows We couldn't find an invoice or receipt in this image. Retake the photo, or delete this item.
⚠️ What you can't do
⚠️ What you can't do
Can I move a receipt to a different client?
No. XBert reads every receipt against that client's own accounting file, so it needs to be read again for the right client.
Delete it from the Receipt Capture page, then add it again for the correct client.
Can I email a receipt in as an expense?
No. 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.
Can I change a receipt from a bill to an expense after it's been sent?
No. Delete it from the Receipt Capture page, then add it again and choose the right option under Publish as.
Can I add a comment when I email a receipt, or add one myself?
No. Comments can only be added by your client in XBert Capture.
Can I combine several photos into one receipt?
No. Each photo or file becomes its own receipt. For a long or multi-page receipt, scan it into a single PDF and add that instead.
Can I send in credit notes?
No. Receipt Capture can't process credit notes at the moment.
Can I send receipts for a client who doesn't have Receipt Capture switched on?
No. Emails and documents sent in for that client are ignored, and they won't appear when you add a receipt yourself.
👉 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