Track Your Bills and Pay Your Suppliers with Xero

Entering your purchase bills into Xero gives you a complete picture of your cash flow — you can see exactly what you owe and when it's due, and identify your biggest expenses over time.

1. Open Purchases Overview

Go to Business and select Purchases overview.

2. Create a New Bill

Click + New to raise a new bill.

3. Complete the Bill Details

• Supplier name — select from existing contacts or create a new one on the fly.
• Bill date — defaults to today's date; override if needed.
• Due date — align this with the due date shown on the actual bill. Use the calendar or enter shortcuts:
  • +7 adds 7 days
  • *20 sets the 20th of the following month
• Reference — enter the supplier's invoice or bill number.

4. Add Line Items

Select a product or service from your saved items, or fill in the fields manually:

• Account — select from your chart of accounts to categorise the expense
• Tax — choose tax inclusive or exclusive to match how the bill is presented
• Verify that the total in Xero matches the physical bill you received

5. Attach a Copy of the Bill

Click the paperclip icon to attach a PDF or image of the bill directly to the record in Xero.

Alternatively, use Email to Bills: every Xero organisation has a unique bills email address. Forward PDF bills to that address and Xero automatically creates a draft bill with the PDF attached — ready for you to review and enter the details.

6. Pay Bills in Bulk (Batch Payments)

To pay multiple bills at once:

1. Go to Business > Bills to pay > Awaiting payment.
2. Select multiple bills using the checkbox at the top.
3. Click Batch payment.
4. Enter your payment details and click Make payments.
5. Download the batch payment file and import it into your online banking to transfer funds to suppliers.