The Bill represents a supplier's bill or purchase invoice, including the dates, amounts, tax and status of the transaction, the supplier (contact) it was raised against, the individual line items that make it up, and any source documents attached to it. Use this data area to set up alerts for accounts-payable activity such as new or large bills, overdue or unpaid bills, currency and tax anomalies, and mismatches between a bill and the document attached to it.
The AI will only look back at 12 months' worth of data.
Key Properties:
BusinessInvoiceNumber: The supplier's invoice/reference number for the bill (the human-facing bill reference).
BillDate: The accounting/document date of the bill (the date on the bill itself). Used for period, quarter, financial-year and relative-date questions.
BillDueDate: The date the bill is due for payment. A bill is overdue when this date is before today and the bill is not fully paid (AmountDue greater than 0).
BillCreatedDate: The timestamp the bill was first created in the accounting ledger. Use this — not BillDate — to detect backdating or posts made after a lock date.
BillLastUpdatedDate: The timestamp the bill was last updated in the accounting ledger.
Status: The lifecycle status of the bill. One of: EMPTY, AUTHORISED, DELETED, DRAFT, PAID, SUBMITTED, VOIDED. There is no 'OVERDUE' status — overdue is worked out from BillDueDate and the outstanding balance.
Code: A reference code associated with the bill.
Currency: The three-letter ISO currency code of the bill (e.g. AUD, USD, EUR). SubTotal, Tax, Total, AmountPaid, AmountDue, AmountCredited and AmountRemaining are all expressed in this currency, so monetary thresholds are evaluated in the bill's own currency.
SubTotal: The net subtotal of the bill (sum of the line subtotals). For tax-exclusive lines this is the amount before tax; for tax-inclusive lines the line subtotal already includes tax.
Tax: The total tax on the bill (sum of the line tax amounts). For tax-inclusive bills this tax is embedded in Total and is not added on top.
Total: The gross total payable for the bill. For tax-exclusive lines this is SubTotal + Tax; for tax-inclusive lines it equals SubTotal. Use this for 'bill over $X' questions.
AmountPaid: The amount already paid against the bill.
AmountDue: The outstanding balance still owing on the bill, calculated as Total − AmountPaid − AmountCredited (equal to AmountRemaining). When greater than 0 the bill is not fully paid.
AmountCredited: The amount credited against the bill (e.g. via credit notes).
AmountRemaining: The outstanding balance still owing on the bill. This is identical to AmountDue.
IsRepeating: True when the bill was generated from a recurring/repeating bill template.
OrganisationName: The name of the owning organisation (the entity that received the bill). Compare against an attachment's OwnerName using fuzzy similarity, not exact equality.
OrganisationLegalName: The registered legal name of the owning organisation.
OrganisationRegistrationNumber: The company/registration number of the owning organisation.
OrganisationTaxNumber: The tax registration number (e.g. ABN/VAT) of the owning organisation. Trim spaces before comparing against an attachment's OwnerTaxNumber.
Supplier: The contact the bill was raised against (the supplier/vendor/creditor).
BusinessName: The supplier's name as entered in the accounting ledger.
RegistryMatchedBusinessName: The supplier's official/legal name returned by the external business registry (ABN/ABR or equivalent) when matched on the tax number. Compare against BusinessName to detect ledger-vs-registry name mismatches. Null when no registry match was found.
ContactTaxNumber: The supplier's tax number (ABN/VAT/GST) exactly as entered in the ledger. This is the value to validate for data-entry errors (blank, malformed or invalid numbers).
TaxNumber: The supplier's canonical tax number as matched against the external business registry. Null when no registry match was found.
CompanyNumber: The supplier's company/registration number (e.g. ACN, Companies House number) as held in the ledger.
ContactType: Whether the contact is a Customer, Supplier, Both, or Unknown.
ContactStatus: The contact's status in the accounting ledger (ACTIVE, ARCHIVED or GDPRREQUEST).
BusinessRegistrationStatus: The entity's registration status from the external business registry (values are country-specific, e.g. AU 'Active'/'Cancelled'). Compare case-insensitively and treat anything not clearly 'active' as inactive. Null when there is no registry match.
IsTaxRegistered: Whether the supplier is registered for GST/VAT per the external registry (true/false, or null when unknown or not checked).
AccountsPayable: The total accounts-payable balance owed by the organisation to this supplier, in the ledger's base currency.
AccountsPayableOverdue: The portion of the accounts-payable balance that is past its due date.
AccountsReceivable: The total accounts-receivable balance owed by this contact (relevant for customer contacts), in the ledger's base currency.
AccountsReceivableOverdue: The portion of the accounts-receivable balance that is past its due date.
BusinessPaymentTerms: The supplier's default payment terms as configured in the ledger.
BusinessHasBankAccount: Whether the supplier has at least one bank account recorded in the ledger.
BankAccountDetails: The supplier's saved bank account from the ledger (a single raw string that may combine bank/BSB/branch and account number). Compare against a bill attachment's extracted bank account (AccountNumber/BranchNumber/AccountHolder) to detect payment-redirection fraud; normalise both sides by removing spaces and dashes before comparing.
PriorBankAccountDetails: The supplier's prior (last-acknowledged) saved bank account — the baseline held before the current BankAccountDetails value. Null for most contacts.
BankAccountDetailsChanged: True when the supplier's saved bank account has changed from a non-empty prior baseline — the bank-detail-change fraud signal behind 'supplier bank account changed since last payment' checks. There is no timestamp for when it changed.
SupplierStreetAddress: The supplier's street/postal address recorded in the ledger, as a single concatenated string. Null/empty when no address is on file.
BusinessDiscount: The supplier's default discount percentage as configured in the ledger.
CreatedDate: The date the contact was first recorded in XBert. Use this to detect newly created suppliers; treat null as unknown.
LastActivity: The date of the supplier's most recent activity in the ledger. This is the last time the contact transacted, not when it was created.
BusinessGroups: The contact groups the supplier belongs to.
BusinessGroupName: The name of the business group.
BusinessGroupStatus: The status of the business group (e.g. Active, Archived).
Payments: The list of payments applied against the bill.
Payment
PaymentDate: The date the payment was made/applied.
PaymentAmount: The payment amount, in the payment currency.
PaymentReference: The free-text payment reference (e.g. cheque or remittance reference).
PaymentStatus: The payment status as a free-text string (e.g. AUTHORISED, DELETED).
PaymentType: The payment type code indicating direction/context (e.g. ACCPAYPAYMENT for a payment made on a bill).
PaymentIsReconciled: True when the payment has been reconciled against the bank feed.
ContactName: The name of the contact (supplier) the payment relates to.
Lines: A list of bill line items detailing the individual charges.
BillLine
LineItemDescription: Free-text description of the line item.
LineItemQuantity: The quantity for the line item.
LineItemUnitAmount: The unit amount (price per unit) for the line item.
LineItemSubTotal: The subtotal amount of the line item (before tax).
LineItemTaxAmount: The tax amount for the line item.
LineItemTaxType: The tax type code applied to the line (e.g. OUTPUT, INPUT, GST). Compare it exactly as a string against the configured tax type values; do not change its casing.
TaxRate: The effective tax rate percentage applied to the line (e.g. 10.0 for 10%).
LineItemTotalAmount: The total amount for the line item (including tax).
AccountClassification: The top-level classification of the account (ASSET, LIABILITY, EQUITY, REVENUE, EXPENSE).
AccountType: The sub-classification within the account classification.
AccountCode: The unique account code in the chart of accounts.
AccountName: The human-readable account name (e.g. 'Office Expenses').
TrackingCategories: The list of tracking category tags on the line.
TrackingCategoryItem
TrackingCategoryName: The tracking category dimension name (e.g. 'Region', 'Department').
TrackingCategoryOption: The selected option within the tracking category (e.g. 'North', 'Sales').
Attachments: The list of source documents attached to the bill, with the details extracted from each document.
XDIAttachment
OriginalFileName: The original file name of the attachment.
DocumentType: The type of document (e.g. Invoice, Statement, Receipt).
IssueDate: The issue date extracted from the document.
DueDate: The due date extracted from the document.
PaymentDate: The payment date extracted from the document.
Code: A code extracted from the document.
ReferenceNumber: The invoice/reference number extracted from the document.
CurrencyCode: The currency code extracted from the document (e.g. AUD, USD, EUR).
Subtotal: The subtotal amount extracted from the document.
TaxAmount: The tax amount extracted from the document.
TaxAmountType: A free-text label for the tax type on the document (e.g. GST, VAT).
TotalAmount: The total amount extracted from the document.
FreightAmount: The freight/shipping amount extracted from the document.
AmountDue: The amount due extracted from the document.
AmountPaid: The amount paid extracted from the document.
AmountCredited: The amount credited extracted from the document.
SupplierName: The supplier name extracted from the document.
SupplierAddress: The supplier address extracted from the document.
SupplierTaxNumber: The supplier tax number (e.g. ABN) extracted from the document.
SupplierTaxNumberType: The type of supplier tax number extracted (e.g. ABN, VAT).
SupplierARN: The supplier ARN extracted from the document.
SupplierEmail: The supplier email extracted from the document.
SupplierPhoneNumber: The supplier phone number extracted from the document.
SupplierWebsite: The supplier website extracted from the document.
SupplierCountryCode: The supplier country code extracted from the document.
OwnerName: The owner (bill recipient) name extracted from the document. Compare against the bill's OrganisationName using fuzzy similarity.
OwnerAddress: The owner address extracted from the document.
OwnerTaxNumber: The owner tax number extracted from the document. Trim spaces before comparing against OrganisationTaxNumber.
OwnerTaxNumberType: The type of owner tax number extracted (e.g. ABN, VAT).
OwnerCountryCode: The owner country code extracted from the document.
DocumentDescription: A description of the document content.
DocumentSummary: A summary of the document content.
WordCount: The word count of the extracted document text.
BranchNumber: The bank branch number (e.g. BSB) extracted from the document. Compare against the supplier's saved bank account to detect payment-redirection fraud.
AccountNumber: The bank account number extracted from the document.
AccountHolder: The bank account holder name extracted from the document.
Lines: The line items extracted from the document.
XDIAttachmentLines
Description: The line description extracted from the document.
UnitCost: The unit cost extracted for the line.
Quantity: The quantity extracted for the line.
AmountPayable: The amount payable extracted for the line.
TaxPayable: The tax payable extracted for the line.
TaxAmountType: A free-text label for the line's tax type (e.g. GST, VAT).
📝 Example Alerts
Alert me when a new bill is authorised for Supplier Steve B Ears.
Alert me when the total amount for a bill exceeds $10,000.
Alert me when a bill is marked as paid and over $100,000.
Alert me when the bill currency does not match its attachment currency.
Let me know when the total on the bill is not the same as the total on the attachment.
Alert me when a bill is not in AUD but has tax greater than $0.
Alert me when a bill attachment contains the word "statement".
Alert me when the tax amount on a bill does not match the tax amount in its attached document.
Alert me when a supplier's bank account has changed since the last bill.