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Bill Pay & Xero

  • Updated

Float Bill Pay offers seamless integration to Xero. Automatically sync bills and payments with Float's Xero Accounting Sync. This overview will guide you through how Bill Pay works with Xero, including how to connect your accounts, sync vendors, and export bills and payments.

Step 1: Connecting Xero

  • Follow the steps outlined in this article to connect Xero to Float. Note, you can do this for both CAD & USD. 

Step 2: Syncing Vendors from Xero

  • Once you have connected Xero to Float, all your vendors will automatically sync to Float! You can manage your Bill Pay vendors by navigating to the Bill Pay page > Select "Manage Vendors".

  • The vendor's currency in Xero will determine its currency in Float. Only bills in that currency will be payable to the vendor. If you need to pay bills for a vendor in a different currency, you should create a second version of the vendor in Xero using the other currency (ex. "AcmeCo - USD") and also sync that to Float. 

Step 3: Setting up Xero Accounts for Bill Pay

  • Once Xero is connected and synced to Float, navigate to Settings > Bill Pay

  • At this stage, you will need to set the following for CAD & USD, respectively:

    • Accounts Payable Accounts

    • Clearing Accounts

      • Select your accounts payable accounts and clearing accounts from your accounting system that will be used for record keeping and month-end reconciliation of Bill Payments on Float.

      • Note - The clearing account can be the same account used for cards

  • GL Codes will be enforced for each bill once you have connected your Xero Accounts to Bill Pay

Step 4: Exporting Bills to Xero

  • Once a bill is added to Float, submitted for approval and approved (see: Understanding the Bill Approval Process in Float), the Bill will sync to Xero as an unpaid bill, impacting the defined Accounts Payable account. 

  • In the "Unpaid" section of bill pay, the sync status will be visible in the "Sync" column. 

Step 5: Exporting Payments to Xero

  • Once a bill has been paid (authorized and released, see: Authorizing Funds Release) from Float, the bill will sync to Xero as a paid bill, impacting the defined Clearing account.
  • In the "Unpaid" section of bill pay, the sync status will be visible in the "Sync" column. 
  • If the bill is manually Marked as Paid in Float, the payment status will not be automatically updated in Xero.

Step 5: Completing Sync & Identifying Errors

  • If the sync is successful, the current status of the bill will be reflected in Xero, and the Sync column will show a green status indicator. 

  • In case of any errors, the sync column will turn red and an error message will be displayed. 

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