Master Xero
Bills

Approved Bills

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Once a bill has been checked, coded, and you’re confident it’s ready to go, it moves into the Approved stage.  This is where the real control happens. Approved bills are locked in for payment and will show up in your cash flow reports, so accuracy matters here.

WHAT HAPPENS ONCE YOUR BILLS ARE APPROVED?

Once bills are approved, the work isn’t over, they need to be managed carefully to protect cash flow, maintain supplier relationships, and keep your books accurate. This module shows you how to schedule payments, adjust payment dates, add notes for transparency, and maintain a clear record of changes. Think of it as keeping control of your money, even after the approval step. Here’s what we’ll cover:

  • Get a clear picture of what’s due and when. In this section, we’ll show you how to open your approved bills list in Xero, filter it by due date or supplier, and quickly see your upcoming commitments. This is your starting point for smart payment planning

  • Sometimes a bill needs a little flexibility, maybe a supplier gives you more time, or you want to pay it earlier to manage cashflow. Here we’ll cover how to change due dates in Xero and why it’s important to keep those dates realistic and up to date.

  • Future-you will thank present-you for this one. Adding a quick note or comment to a bill helps you remember why you delayed payment, who you spoke with, or what’s unique about that invoice. We’ll show you how to add these little context clues without clutter.

  • Not every bill will be paid through Xero, sometimes you transfer the money directly or pay on the spot. Here we’ll walk through how to mark a bill as paid, so your accounts stay tidy and your reports remain accurate.

  • Why pay bills one by one when you can process a whole group in one go? In this topic, we’ll set up a batch payment, export the file for your online banking, and save you time while reducing mistakes.

IT ALL BEGINS WITH AN IDEA

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IT ALL BEGINS WITH AN IDEA ✦

Log in to Xero.

  1. Navigate to Business → Bills to pay → Approved.

  2. Use the sort/filter options:

    • Sort by due date to see what’s coming up.

    • Sort by supplier to batch similar payments.

    • Filter by amount if you want to prioritise large or small bills.

  3. .Click on any bill to view full details and attachments.

VIEWING APPROVED BILLS

ADJUSTING PAYMENT DATES

Log in to Xero.

  1. Navigate to Business → Bills to pay → Approved.

  2. Use the sort/filter options:

    • Sort by due date to see what’s coming up.

    • Sort by supplier to batch similar payments.

    • Filter by amount if you want to prioritise large or small bills.

  3. .Click on any bill to view full details and attachments.

Open the bill.

  1. Scroll to the Notes/Comments section.

  2. Type any relevant information, e.g.:

    • Reason for payment delay

    • Internal instructions (e.g., check recurring payment)

    • Clarifications about supplier communication

  3. Click Save.

Tip: Notes are visible to anyone with access, ensuring transparency and accountability.

ADDING NOTES & COMMENTS

Once the bill has been paid via bank transfer, card, or batch, open the bill in Xero.

  1. Click Mark as Paid (or Add Payment).

  2. Enter payment date, reference, and amount (should match your bank transaction).

  3. Attach proof of payment if desired (PDF, screenshot, or remittance advice).

  4. Click Save.

Xero will now reconcile this bill with your bank feed during the next bank reconciliation.

MARKING BILLS AS PAID

Go to Business → Bills to pay → Approved.

  1. Tick the boxes next to the bills you want to pay together.

  2. Click Batch Payment or Pay Selected Bills.

  3. Select the payment account (e.g., bank account).

  4. Check totals and ensure payment dates align with your cash flow plan.

  5. Click Approve Payment or Schedule Payment (depending on your workflow).

Tip: Batching is great for weekly/fortnightly runs and keeps your workflow neat.

BATCH PAYMENTS