Automation

InBill provides powerful automation capabilities when integrated with Xero, allowing you to streamline your accounts payable workflow. These automations trigger automatically based on invoice status changes in InBill, ensuring your Xero account stays synchronized.

Create bill in Xero

When enabled, this automation automatically creates corresponding bills in your Xero account when invoices are added to InBill. The integration ensures:

• Real-time synchronization of invoice data
• Accurate transfer of invoice details including:
  • Amounts
  • Due dates
  • Contact information
  • Tracking categories

This automation helps maintain consistency between your InBill workflow and Xero accounting records, eliminating the need for manual data entry.

Change bill status in Xero

This automation allows you to automatically update the status of bills in Xero when you change their status in InBill. Key features include:

• Bi-directional status synchronization
• Customizable status mapping
• Real-time updates
• Automatic tracking of payment status

Additional Integration Features

Beyond these core automations, the Xero integration includes:

1. Real-time Webhooks

   • Instant updates when changes occur in Xero
   • Automatic synchronization of modifications
   • Reliable two-way data consistency

2. Category Synchronization

   • Automatic sync of Xero tracking categories
   • Maintenance of consistent categorization across both systems
   • Real-time category updates

3. Bulk Invoice Synchronization

   • Ability to sync large numbers of invoices
   • Efficient batch processing
   • Automatic handling of existing records

4. Smart Conflict Resolution

   • Intelligent handling of conflicting changes
   • Preservation of the most recent updates
   • Automatic reconciliation of differences

Manual Invoice Synchronization

InBill provides a "Force Sync" feature that allows you to manually synchronize your accounts payable invoices from Xero into InBill. This is particularly useful for:

• Initial setup when connecting Xero for the first time
• Catching up on invoices that may have been missed
• Ensuring complete data synchronization after connection issues

What happens during sync:

• Fetches all accounts payable invoices from Xero (DRAFT, SUBMITTED, AUTHORISED statuses)
• Downloads and stores invoice attachments as files in InBill
• Creates new invoice records for invoices not yet in InBill
• Updates existing invoices with any changes from Xero (amount, date, supplier, invoice number)
• Processes invoices in batches of 250 for optimal performance
• Automatically sets initial status based on your tenant configuration
• Links invoices to Xero contacts for supplier matching

Performance and Limitations:

• Sync duration: Can take several minutes for large datasets (up to 9 minutes timeout)
• Data protection: Invoices that have been manually adjusted in InBill (amount changes) will not be overwritten by Xero updates
• Batch processing: Handles large volumes efficiently by processing in chunks

To perform a manual sync, visit the Processing Settings page in your InBill dashboard and click the "Xero Force Sync" button.

To configure these automations, visit the Status Settings page in your InBill dashboard where you can set up and customize the automation rules for each invoice status.