Xero - scanning invoices in.

Will be switching to xero asap and it’ll be mainly used on a desktop pc. Anybody come up with a quick way of uploading invoices? The way I see it there’s two options but neither are quick and are fiddly.

1. Add a scanner to the pc and then scan each invoice as it’s put into the system.

2. take a picture of said invoice on my phone then email it to myself onto the pc to then open it up to upload to xero via the pc.

3. option dont upload the invoices.

So both options create extra work and multiple emails backwards and forwards as well as clogging up the camera on the phone. Yes they can be deleted once done but that’s another job as well.

Am I missing anything?
 

HCC

Member
Also, doing it this way doesn't clog up your phone, pictures taken via the Xero app aren't saved to your gallery
 
I haven’t tried it but been told the app isn’t very user friendly if sat for a few hours doing the weekly accounts and desktop is better?
 

HCC

Member
Yes, you wouldn't want to do the accounts through the app alone. I mostly just use it to upload invoices.
Also very useful to look things up when you are out and about.
 
Yes, you wouldn't want to do the accounts through the app alone. I mostly just use it to upload invoices.
Also very useful to look things up when you are out and about.

So if the accounts are done via the pc and then I sit and use the app to upload the invoice at a different time how do the invoices then get matched to to the inputted pc transaction?
 

HCC

Member
Typically I take pictures of all my receipts as I get them. Then when I come to do the accounts on the PC, all the receipt images are sat there in my Xero inbox ready to attach to the transactions as you create them.

If you want to do it the other way round, and create the transactions on PC first, then upload the receipts later, just select the transaction on the app, press attach file, then take the photo. Job done.
 
Typically I take pictures of all my receipts as I get them. Then when I come to do the accounts on the PC, all the receipt images are sat there in my Xero inbox ready to attach to the transactions as you create them.

If you want to do it the other way round, and create the transactions on PC first, then upload the receipts later, just select the transaction on the app, press attach file, then take the photo. Job done.

Cheers thank you 👍🏻
 

Boysground

Member
Mixed Farmer
Location
Wiltshire
The first thing with invoices is to get as many as possible come through email. I have gone from filling 4 lever arch files a year to 1. Everything else gets scanned. I use a cheep printer with a document feeder so it will scan multiple invoices at a time, I just have it setup to save to a file on my desktop that’s easily found

I tend to forward email as they come in or the scans to Ezzybills. This reads the pdf and puts it as a draft in Xero. The draft will have most if not all of the invoice items already allocated, I just then have to check them and approve, job done. You can also use hubdoc which is part of Xero, I find it more complicated.

There are some invoices that can be a pain. My water bill is one also Mole Valley, the mvf pdf is password protected so you have to print it to pdf to get any system to read it. I complain every time I phone them.

It really is a lot simpler than I’ve made it sound here

Bg
 

tepapa

Member
Livestock Farmer
Location
North Wales
Emailed invoices get forwarded into Xero. They're the easiest and half pre populated.

Other invoices get put on through the phone app and take a picture there an then.

The biggest benefit is you can input invoices on the go, so the like of diesel receipts get done as soon as you get back to the car, same as stuff you buy and pay for straight away. There's then less to do on the weekly accounting session.
 
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Still Farming

Member
Mixed Farmer
Location
South Wales UK
Emailed invoices get forwarded into Xero. They're the easiest and half pre populated.

Other invoices get put on through the phone app and take a picture there an then.

The biggest benefit is you can input invoices on the go, so the like of diesel receipts get done as soon as you get back to the car, same as stuff you buy and pay for straight away. There's then less to do on the weekly accounting session.
So it all then adds up purchases and sales columns and totals ready to send to HMRC is it type procedures?
How then did you send to hmrc?
Do you still Gov.uk ,gateway, code phone, open vat return pages or how?
 

HCC

Member
Do you need separate business and personal bank accounts or will it work if only use 1 account??
Much easier if you have a business account, as you don't then have to reconcile all your personal transactions.
As @upnortheast said, it isnt a big deal to allocate some private spending transactions from the business account, but it might get tedious if you had to do everything
 

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HSENI names new farm safety champions

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Written by William Kellett from Agriland

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The Health and Safety Executive for Northern Ireland (HSENI) alongside the Farm Safety Partnership (FSP), has named new farm safety champions and commended the outstanding work on farm safety that has been carried out in the farming community in the last 20 years.

Two of these champions are Malcom Downey, retired principal inspector for the Agri/Food team in HSENI and Harry Sinclair, current chair of the Farm Safety Partnership and former president of the Ulster Farmers’ Union (UFU).

Improving farm safety is the key aim of HSENI’s and the FSP’s work and...
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