Supplier invoice
Bill
Receiptor creates or matches the supplier Bill and attaches the original invoice.
Receiptor for Xero
Every receipt and invoice, matched and filed in Xero.
Receiptor finds documents across your connected sources, checks Xero for an existing transaction first, and files the right accounting record with the original attached. When a decision needs you, it asks instead of guessing.
Match existing records first
Bills and Spend Money
Original documents attached
Incoming evidence
Invoice + card receipt
Linked as one purchase
Filed in Xero
Bill
Original invoice attached
Payment
Card account resolved
The right Xero record
Keep the accounting record Xero already has.
A verified existing Bill or Spend Money transaction comes first. Documents guide what Receiptor creates only when no matching Xero record exists.
Confirmed paid receipt
Spend Money
Clear payment evidence can be filed as a Spend Money transaction against the right bank account.
Invoice with payment evidence
Bill + payment
The invoice remains the Bill, while the linked payment evidence completes the payment workflow.
Transaction already exists
Match + attach
Receiptor keeps a sole verified Xero record in its existing Bill or Spend Money form and attaches the missing evidence instead of creating another transaction.
Match before create
Keep the Xero record you already have.
Before creating anything, Receiptor looks for the transaction in Xero using amount, currency, date, reference, and the available tax, subtotal, and supplier evidence.
A sole verified match is retained in its current Bill or Spend Money form. Receiptor attaches only the missing source evidence; if a matched Bill can safely receive an outstanding payment, it records only that remainder. If several records remain plausible—or both forms match—the export stops for review.
1
Check Xero first
Search the connected organisation for an existing Bill or Spend Money transaction.
2
Retain a verified match
Keep its existing Bill or Spend Money form and attach the missing evidence. Cross-shape matches never create a payment.
3
Create only when needed
Follow the workspace's no-match policy after the matching checks finish.
4
Escalate ambiguity
Show the conflicting Xero records so a person can resolve the choice.
Your Xero setup
Automation that respects how you keep the books.
Configure each Xero organisation once. Receiptor applies those choices every time a matching export runs.
One Xero organisation per business
Connect multiple Xero organisations and keep each business's chart, base currency, settings, and exports separate.
Your chart of accounts
Import each Xero chart and let Receiptor categorize automatically, map categories explicitly, or use a default expense account.
Bill status you control
Choose whether newly created Bills enter Xero as Draft, Awaiting Approval, or Awaiting Payment.
Line items that fit your workflow
Categorize individual lines when detail matters, or merge them into a concise summary when it does not.
Tax choices with safeguards
Receiptor checks extracted tax evidence against the tax rates available in that Xero organisation and asks when the choice is unsafe.
Payment accounts and currencies
Map cards and payment methods to Xero bank accounts, with an explicit review step for uncertain or cross-currency Spend Money transactions.
Review without guesswork
Receiptor pauses only when the accounting decision matters.
Resolve the question from Export Activity. Safe payment-account and tax choices can be saved for future exports, reducing interruptions as Receiptor learns the organisation's recurring evidence.
- More than one Bill or Spend Money transaction could be the right match, or both types match.
- A paid transaction needs a Xero bank account and no safe mapping exists yet.
- The extracted tax evidence does not map cleanly to an available Xero tax rate.
- A Spend Money transaction crosses currencies and needs confirmation before export.
Xero FAQ
Questions to answer before you connect.
How does Receiptor decide between a Bill and Spend Money?
Receiptor first checks for a verified existing Xero transaction. If exactly one matching Bill or Spend Money transaction exists, Receiptor keeps that accounting record and attaches the evidence, even when the document classification differs. Only when no match exists do document type and payment evidence decide whether to create a Bill or eligible Spend Money transaction.
What happens when an invoice and receipt belong to the same purchase?
Receiptor keeps the invoice as one Xero Bill and attaches both documents. When the payment details are safe, it adds only the missing payment—it does not also create Spend Money for the same purchase.
Will Receiptor create duplicates in Xero?
Receiptor checks for an existing Xero transaction before creating one. A sole verified match is retained in its current Bill or Spend Money form and receives the missing attachment. A matched Bill may also receive only a safe outstanding payment. Multiple plausible matches, or both a matching Bill and Spend Money transaction, are sent for review.
Does the original receipt or invoice stay attached?
Yes. Receiptor uploads the original document to the matched or newly created Xero transaction so the accounting entry and its evidence stay together.
Can I connect more than one Xero organisation?
Yes. Each business entity can use its own Xero organisation, chart of accounts, base currency, export preferences, and saved mappings.
Can I control the status of new Bills?
Yes. Per Xero organisation, you can choose Draft, Awaiting Approval, or Awaiting Payment for newly created Bills.
Does Receiptor always record a payment for a paid invoice?
No. Receiptor records a payment only when the Bill is Awaiting Payment and the payment account, amount, and currency are safe. Draft and Awaiting Approval Bills receive the document attachment without an automatic status change or payment.
What if Receiptor cannot identify the payment account?
Receiptor pauses the export and asks you to choose the Xero bank or card account that paid. You can remember that payment-method mapping for similar documents, and Receiptor checks the account again before every reuse.
What happens when no existing transaction matches?
You can configure Receiptor to create the appropriate transaction after matching checks finish or wait for another Xero workflow to create it and retry matching before asking for review.
How does Receiptor handle foreign currencies?
Receiptor keeps the document and Xero organisation currencies in view throughout export. When a cross-currency Spend Money transaction requires an estimated conversion, it pauses for explicit confirmation rather than silently guessing.
How does Receiptor choose a Xero tax treatment?
Receiptor checks the extracted tax evidence against the active tax treatments and account defaults in your Xero organisation. It applies a clear match automatically and asks for review when the evidence is ambiguous or inconsistent. Receiptor never creates a new Xero tax rate automatically.
Where can I find setup and troubleshooting instructions?
The Xero Integration Guide covers connection setup, Bills, Spend Money, matching, tax, payments, foreign currencies, and review.
Ready to connect Xero?
Let the documents arrive. Receiptor will take them to the right place.
Connect your sources and Xero organisations, then let Receiptor handle matching, filing, attachments, and the occasional question that should not be guessed.