Manage Supplier Invoices: Import Xero Bills and Link to Jobs

How supplier invoices link to jobs

• Supplier invoices are managed within each job under the job’s Supplier Invoices area.
• You can import supplier invoices in bulk from Xero bills directly into a job’s Supplier Invoices section.

Steps to import supplier invoices from Xero

1. Open the job you want to attach supplier invoices to.
2. Navigate to Job > Supplier Invoices.
3. Click on Add
4. Click on the Xero logo to show the bills that have yet to be imported.
5. Follow the steps outlined here. 

Uploading receipts as supplier invoices

• Receipts can be uploaded as supplier invoices rather than as individual line items when you want to record a single supplier invoice for a purchase of many materials.
• You can do this by going to the Job -> Supplier Invoices -> then click Add 
• From there select Quick Add and follow the prompts to create the bill. 
• Ensure Create Actual Charges is ticked to ensure it creates charges. 

Linking costs and labour to tasks and jobs

• Labour entered against a job can be reassigned later:
  • If time was initially allocated to the job (or property) without tasks, you can move that labour to newly created tasks.
  • Labour and related charges can also be moved to entirely different jobs or tasks as needed.
  • You can do this by following the steps outlined here. 

Tips and notes

• Use the bulk import from Xero when you have many supplier bills to attach to a job — this avoids entering multiple items individually.
• If you upload receipts and want them treated as a single supplier invoice (for example, a large material purchase), upload them into the job’s Supplier Invoices section rather than as separate item lines.
• Labour entries are flexible: you can reorganise labour costs after the fact by moving entries between jobs and tasks.