Streamline your accounts payable operations with the Zudello and Xero bill integration.
Summary of the Zudello - Xero Bill & Credit Integration
Streamline your accounts payable operations with the Zudello - Xero bill & credit integration. Zudello automated the capture, approval and processing of both inventory and expense bills and credit notes, reducing document processing times.
Zudello fetches contact, item, chart of account and tracking category data data directly from Xero to enable you to manage your account payable documents. Zudello’s regular fetches ensure your two platforms are in sync with accurate data.
Import supplier inventory and expense invoices into Zudello for a complete extraction. Zudello extracts invoices in full, including the capture of stock items, eliminating manual data entry. Based on the contact defaults and document automations, Zudello automatically codes the document with the correct account and tracking codes leading to a streamlined review process.
After the invoice is reviewed, use Zudello’s dynamic approval workflows to send the invoice through a designed approval process based on your processes or bypass approvals and go directly to processing the document to Xero for payment.
Once fully-approved, the invoice will be processed and an Inventory or Expense Bill transaction will be created in Xero.
Fetching Contacts from Xero
Zudello fetches your Contacts directly from Xero leading to easy setup and record maintenance. Using Fetch workflows, Zudello initiates scheduled data fetches, importing newly created and updated contacts from your Xero account.
Zudello typically schedules Contact fetches to occur on an hourly basis, however you can configure the workflows to increase or decrease the frequency of fetches depending on how often you add and update customers.
Once the contact has been created in Zudello, you’ll be able to match your invoices to the correct contact account and create the corresponding Bill in Xero.
Fetching Items from Xero
Like contacts, Zudello fetches your items directly from Xero, maintaining it as your system of truth. Using the Xero Item fetch workflow, Zudello fetches recently updated and created items on a scheduled basis.
Zudello typically schedules item fetches to run on an hourly basis; however, you can control this frequency through Workflow configuration.
Once your item has been created in Zudello, you’ll be able to capture it and match them to your invoice line items.
Fetching Chart of Accounts & Tracking Categories
Zudello fetches your Chart of Accounts and Tracking Categories 1 & 2 from Xero to enable you to process your bills in Zudello. Using Fetch workflows, Zudello fetches any recently updated or created data and creates it in Zudello.
Zudello schedules your Chart of Accounts and tracking Categories fetch workflows to run on a daily basis, however you can control the frequency of the fetch through the workflow configuration
How to process a bill in Zudello
Step 1 - Data Fetched
Zudello fetches contact and item data along with other essential financial and organisational data directly from Xero to enable you to process your supplier inventory and expense Bills. Zudello’s regular fetches ensure your two platforms are in sync with accurate data, reducing time-spent implementing a new platform and maintaining records.
Step 2 - Extraction and coding
Import your Supplier Bills directly into Zudello's Purchasing module for complete extraction. Using cognitive OCR and document automations, Zudello extracts the document down to the line items and automatically codes it based on business rules and the data fetched from Xero.
Step 3 - Inventory Matched (if Inventory bill)
Based on the items on the invoice, Zudello will automatically match supplier SKU’s to your internal item codes from Xero and validate item pricing. Use Zudello to configure price tolerances to assist your team with identifying overpricing, Zudello will automatically flag pricing discrepancies creating a transparent approval process.
Step 4 - Approval
After the document is reviewed, send it through a dynamic approval workflow based on your approval process. Zudello makes it easy to approve invoices, approve either by email, slack message or through the Zudello platform improving document processing time. Easily track documents as they move through the process and easily trigger reminders to approvers with tardy documents.
Zudello also enables a zero approval workflow. After a document is reviewed it will be ready for processing to Xero.
Step 5 - Processing to Xero
Once the document is fully approved and released, Zudello will instantly send the document to Xero and create the Bill transaction with line items and coding.
If the document is an Invoice and contains line items, Zudello will update inventory in Xero once the transaction has been created in Xero.
Create Bill Workflow
Zudello’s Create bill workflow executes immediately after the order has been marked as fully approved and ready for processing.
Unlike the fetch workflows which run on a scheduled basis, the Zudello Create Bill workflow runs based on an event triggered by the document being fully approved and released. As a result, each document is processed to Xero immediately after the document is actioned.