Email Bills Directly to Xero: Save Time and Boost Efficiency

Managing supplier bills can be one of the most time-consuming tasks for businesses. From collecting invoices to entering details manually, the process often eats into valuable hours that could be spent growing your business. Thankfully, Xero offers a powerful feature that simplifies this workflow: Email Bills Directly to Xero.

This feature allows you to forward supplier invoices and bills straight to your Xero account via a unique email address. Xero then processes the document and creates a draft bill for you to review. No more manual data entry, no more chasing paperwork—just a streamlined, efficient process.

Why This Feature Matters

Reduces Manual Work
Instead of typing in every detail from a supplier invoice, Xero extracts key information automatically.
Saves Time
Forwarding an email takes seconds compared to entering bill details manually.
Improves Accuracy
Automated data capture minimizes human error, ensuring your financial records are accurate.
Keeps Everything Organized
All bills are stored in Xero, making it easy to track, approve, and pay on time.

Step-by-Step Guide: How to Email Bills to Xero

Step 1: Find Your Unique Xero Email Address

Log in to your Xero account.
From your Xero dashboard click on Purchases, then Bills.
Click on New Bills at the right, then copy the unique email address assigned to your Xero account. It usually looks like this bills.9999a.9aaaaaaaaaa9a9aa@xerofiles.com.

Step 2: Forward Supplier Invoices

When you receive a bill via email, simply forward it to your Xero email address.
Attachments like PDFs or images (see tip below) will be processed by Xero.

Step 3: Review Draft Bills

Xero will create a draft bill using the information from the attached document in the forwarded email.
In your Xero dashboard, click on Purchases, Bills, then the Draft tab to review and approve.

Step 4: Add Missing Details (if needed)

Check the supplier name, due date, and amounts.
Make any necessary adjustments before approving.

Step 5: Approve the Bill

Once everything looks good, approve the bill.

Is an Image of the Bill Recommended?

Not really. While Xero can process images (JPEG, PNG), PDFs are strongly recommended because:

Better OCR accuracy: PDFs usually contain structured text, making it easier for Xero to extract details like supplier name, invoice number, and amounts.
Less distortion: Photos of bills can be blurry, cropped, or poorly lit, which reduces data capture accuracy.
File size and clarity: Images often have large file sizes and may require manual adjustments.

If you must use an image, ensure it’s clear, well-lit, and not skewed.

Final Thoughts

The Email Bills Directly to Xero feature is a game-changer for businesses looking to save time and reduce errors. By automating bill entry, you free up resources to focus on what really matters—growing your business.

Book a free discovery call today

We’ll look at what your business needs and what your team is comfortable handling, then provide a proposal that works best for you.