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    Xero: How Documents Post

    A bill

    A supplier emails an invoice. This is everything between that email and a draft bill in Xero.

    See an actual bill

    How a supplier bill reaches Xero: the fields are read off the document, the contact is matched to one already in your file, each line is coded to an account from your chart of accounts, and the written payment terms plus the invoice date resolve to a dated due date. Before anything posts it is checked against the bills already there for a duplicate.
    Bills and credit memos share one per-provider setting with three positions, and what separates them is whether a contact you have never billed before can go through without you looking at it. Manual: everything waits for you, known or not. Hybrid, where a new connection starts: a contact already in your books goes through on its own while a new one waits. Automatic: a new contact goes through too, with no impersonation check. The duplicate and reconciliation checks run in every position.
    The resulting record in Xero: a bill carrying the vendor, document number, date and the resolved due date, with each line on an account from the chart of accounts, the original invoice attached, and the total. Sits in Bills to pay as a draft, waiting for your approval.
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